Executive Assistant

Job Summary

The Executive Assistant supporting the Chief Executive Officer (CEO) & Board of Directors provides primary administrative support to the CEO, the Board of Directors and Wishmakers Council under the direction of the CEO. Responsibilities include but are not limited to managing the logistical planning for Board and Executive Committee meetings and Board related events; taking and preparing meeting minutes; assisting with the development of Board meeting presentation materials (including handouts and PowerPoint presentations);

drafting correspondence; office coordination back‑up support work, and other administrative duties as required. This position is eligible for a generous benefits package including paid time off and a 401k plan. Our office is in St. Paul, though employees are currently working in a hybrid office use model.

• Provides administrative support for the CEO.
• Under the direction of the CEO, the Executive Assistant is responsible for logistical planning of all Board related meetings and events, including scheduling meetings, securing space, communicating meeting information and agendas, confirming attendees, working with the Wish Director on securing Wish family presenters, preparing necessary equipment, ordering food and all other logistics.
• Provide administrative support for the Wishmakers Council under the guidance of the CEO and VP of Development.
• Provide administrative support for the Leadership Staff Team and Staff meetings (monthly or ad hoc) such as scheduling, preparing, sharing meeting agendas and providing follow‑up reminders.
• Creates presentations (PowerPoint) and videos as needed for Board and/or Executive Committee meetings.
• When needed, drafts correspondence and communication to Board members, Board Alumni, and committee members on behalf of the CEO.
• Composes and/or prepares routine correspondence including letters, agendas, etc. for the CEO’s approval.
• Attends and supports all Board, Executive, and Governance Committee meetings with meeting logistics, taking minutes, and distributing electronically.
• Tracks give/gets for Board and Wishmakers Council members.
• Secures appointments for the CEO through phone follow‑up procedures, coordinating schedules, confirming appointments, and ensuring participants have required information prior to appointment.
• Screens CEO incoming calls and correspondence and responds independently or directs to others in the Foundation.
• Responsible for helping with CEO and Board member travel planning while on Make‑A‑Wish business, including air and ground transportation, hotel, and conference reservations.
• Updates and maintains Board Roster with National Make‑A‑Wish organization through self‑service intranet site.
• Performs administrative duties as required, including copying, faxing, mailing, invoice/expense processing, and filing.
• Other duties as assigned by supervisor.

• Serves as backup to the Office Coordinator when on break, in meetings, or on PTO.
• Works with the Office Coordinator on processing mail and deposit preparation.
• Under the direction of the VP of Operations, the EA handles routine operations‑related assignments to support the organization.

• Excellent written and verbal communication skills (writing sample required).
• Ability to work independently and without supervision while demonstrating discretion and independent judgment.
• Strong attention to detail.
• Ability to manage multiple tasks and projects simultaneously.
• Excellent organizational and time‑management skills.
• Proficient with computer applications – thorough understanding of Microsoft Outlook, Word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel), presentations (PowerPoint) and the ability to learn and master other computer technology/software programs as needed. Good command of internet usage.
• Working knowledge of Salesforce (preferred).

• Bachelor’s degree in business or related field or any combination of relevant experience and education that would contribute directly to the position.
• Minimum 3 – 5 years administrative experience required with some board experience preferred.

Make-A-Wish Minnesota provides equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful.