Executive Administrator

ORGANIZATIONAL OVERVIEW

We are community builders co-creating enduring change toward a just society where every person has personal, social, and economic power. Our united system of programs, neighborhood centers, social enterprises, and partnerships connects individuals and their families across the region.

The Executive Administrator (EA) provides strategic, operational, and administrative support to the President & CEO of Pillsbury United Communities. Serving as a trusted thought partner and project manager, this role strengthens the effectiveness of the President, Executive Leadership Team (ELT), and Board of Directors with executive support, organizational coordination, project management, and relationship stewardship through consistent high-fidelity support.

Working in a fast-paced, mission-driven environment, the EA anticipates needs, manages multiple complex priorities, and develops systems that improve organizational effectiveness. This role balances day-to-day executive support with long-term organizational initiatives, requiring sound judgment, discretion, exceptional organization, creativity, and a collaborative, community-centered approach. The ideal candidate has nonprofit experience, a community organizing mindset, and a desire to grow as a leader while helping others succeed.

• Research nonprofit trends, best practices, and emerging opportunities, recommending operational improvements that strengthen organizational effectiveness
• Serve as a trusted thought partner by helping the President clarify priorities, anticipate challenges, and coordinate strategic follow-through
• Support organizational rhythms that strengthen alignment, accountability, and decision-making across the Executive Leadership Team
• Draft executive communications, presentations, talking points, and briefing materials
• Coordinate leadership retreats, staff meetings, Board meetings, and other strategic convenings
• Recommend improvements to systems, workflows, and communication practices
• Pursue ongoing professional development in leadership, nonprofit management, project management, and executive operations

• Manage the President's priorities through strategic calendar management, meeting preparation, briefing materials, and proactive follow-up to maximize time, focus, and organizational impact
• Establish and maintain consistent operating rhythms for the President, Executive Leadership Team (ELT), and key cross-functional initiatives, ensuring agendas, action items, decisions, and project documentation are organized, accessible, and followed through
• Coordinate Board governance and executive operations by preparing meeting materials, managing logistics, supporting Board committees, maintaining governance documentation, and partnering with the President and Board Chair to ensure effective Board engagement
• Lead and coordinate multiple cross-functional projects simultaneously, developing project plans, monitoring milestones, identifying risks, and ensuring deliverables remain on track across departments
• Develop, maintain, and continuously improve project management, documentation, and administrative systems that strengthen collaboration, accountability, and organizational effectiveness
• Partner with the President to manage executive communications, including email workflow, meeting requests, invitations, and correspondence, ensuring timely responses and appropriate follow-up
• Coordinate travel, executive scheduling, and logistical support for meetings, speaking engagements, and community events, while leading the planning and execution of small executive-hosted events and supporting larger organizational events as needed
• Maintain organized executive records, files, contracts, correspondence, and operational documentation that preserve institutional knowledge and support efficient decision-making
• Identify opportunities to improve workflows, reduce administrative burden, and strengthen systems that increase the capacity and effectiveness of the Executive Office
• Coordinate procurement of executive office supplies, equipment, and operational resources as needed
• Strive to ensure that routine administrative support and event coordination comprise no more than approximately 50% of the role, allowing meaningful capacity for strategic coordination, project management, and organizational improvement

• Build and sustain trusted relationships across PUC, serving as a connector between the President, staff, Board members, and community partners
• Support the President in cultivating meaningful relationships with community leaders, funders, elected officials, and strategic partners that advance PUC's mission
• Coordinate Board member engagement, onboarding, orientation, and ongoing stewardship while maintaining resources that support effective governance and Board development
• Deepen organizational knowledge by regularly engaging with programs, staff, and community…