Executive Administrative Specialist

Job Details

Start Date:

As soon as possible

Location:

Minneapolis, MN - Full in-office requirement

Hourly Hiring Range: $23.08 - $25.96/hour Starting salary will depend on your skills and demonstrated readiness for the role.

Hours/Day:
Monday-Friday, 40 hours a week – including occasional evenings, and weekends when necessary.

Job Type: Regular full-time, Non-exempt

Supervisor: CEO

• Manage the CEO’s calendar, scheduling, meeting invitations, and day-to-day administrative needs.
• Coordinate internal and external meetings, including scheduling, logistics, materials, and follow-up.
• Prepare agendas, presentations, correspondence, documents, and other materials as requested.
• Coordinate CEO travel, conference registrations, speaking engagements, reservations, and related logistics.
• Organize and maintain CEO files, records, contacts, and other administrative information.
• Track deadlines, commitments, and follow-up items to help ensure timely completion.
• Support routine correspondence and communication with staff, Board members, donors, partners, and other stakeholders.
• Anticipate routine administrative needs and proactively address scheduling, logistical, and coordination issues.
• Handle sensitive and confidential information with discretion and professionalism.

• Provide administrative and coordination support for Leadership Team meetings, retreats, planning sessions, and other leadership activities.
• Coordinate calendars and scheduling involving multiple organizational leaders and departments.
• Prepare and organize agendas, meeting materials, notes, and action items.
• Maintain shared leadership documents, calendars, files, and administrative systems.
• Track leadership follow-up items and support consistent communication and coordination.
• Assist with logistics for organizational meetings, events, retreats, and special activities.
• Provide administrative and project coordination support for cross-functional initiatives as assigned.
• Help establish and maintain efficient, consistent administrative practices across leadership.

• Coordinate Board and committee meeting schedules, invitations, materials, and logistics.
• Support preparation and distribution of Board packets, presentations, meeting materials, and other communications.
• Maintain Board calendars, records, contact information, and governance documents.
• Coordinate logistics and administrative follow-up with Board liaison.
• Partner with the CEO and Board liaison ensure Board administrative needs are completed accurately and on time.

• Maintain knowledge of community needs, resources, and networks.
• Communicate professionally with internal and external constituents.
• Work collaboratively to achieve results as specified in the strategic plan.
• Promote teamwork by overseeing and participating in various teams, including work groups and interdepartmental meetings.
• Positively represent BBBS in the larger community.
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Contribute to the overall success of the agency in order to achieve the BBBS mission.
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent..

• Associate’s or bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred; equivalent combination of education and relevant experience considered.
• 3–5 years of progressively responsible administrative, executive support, office coordination, or related experience preferred.
• Experience supporting senior leaders and managing complex calendars,…