Job Details
Job Location
Saint Paul Service Center - Saint Paul, MN
Position Type
Full Time
Education Level
4 Year Degree
Salary Range
$70,000.00 - $80,000.00
Description
Summary
Managing and providing oversight for the office of the Chief Executive Officer (CEO) is crucial to the CEO's success. As a result, this role plays an integral role in ensuring that the smallest details of the CEO's schedule, travel, and communications to the largest priorities in the CEO's fundraising commitments, strategic projects, board responsibilities, and community/leader/elected official priorities are organized, coordinated, updated, and always informed. Due to the high demand for the CEO, the Director must be detailed and task-oriented, and often, will need to research, gather information, and immerse into the details of the CEO's schedule to provide high-level briefing with the CEO before the meeting/events. Working with the CEO requires high discretion while managing sensitive and confidential information. This role is the liaison between the CEO's office and internal and external partners. There may be times when the Director is engaged in the CEO's activity with or in the absence of the CEO, so the Director may need to have both a tactical and strategic mindset.
Essential Duties and Responsibilities
Administrative Coordination (50%)

• Support the success of the CEO, managing the CEO's calendar, communications, and tactical priorities. This may include writing memos, reviewing emails, creating email drafts, and sending emails.
• Financial management of the office of the CEO, including receipts and accounts reconciliation for expenses. There may be times when the Director manages the office budget and makes financial forecasts.
• Coordinate and manage the CEO's entire travel schedule including lodging, logistics, and expenses, at times, accompanying the CEO as needed.
• Coordinate meetings by ensuring spaces are scheduled and IT (Information Technology) equipment, supplies, materials, food, accessibility, and accommodations are all coordinated and finalized before meetings.

Board and Project Leadership (25%)

• Serve as the primary liaison with the Board of Directors on behalf of the executive team. This includes managing board meetings, creating the board agenda in partnership with the CEO and other officers, board communications, and updating board materials.
• Monitor board rosters and terms, including coordinating new board member orientation.
• Manage the board committee schedule and coordinate all board committee meetings, ensuring all IT equipment, supplies, food, etc. are coordinated for meetings.
• Ensure board and committee meeting spaces are prepared and ready for meetings and manage the cleaning and breakdown of meeting spaces.
• Attend community events with and/or on behalf of the CEO as needed and provide high-level summary to the CEO.
• Serve as the project lead on behalf of the CEO to coordinate across departments, understanding and driving a team toward CEO's vision.

Team Support (25%)

• Be the liaison between staff and the CEO, at times, screening all meeting requests before scheduling with the CEO.
• Support the coordination between the executive team, managing weekly meetings, training, cross-functional meetings. Ensuring all materials are available and meetings have all equipment and supplies needed.
• Serve as the thought partner in administrative duties with the CEO and officers for the office of the CEO.

Qualifications
Education and Experience

• Bachelor's degree in business administration, Public Administration, or related fields is highly desirable.
• Excellent written and verbal communication skills for internal and external audiences.
• Excellent attention to detail, including creating organizational systems to ensure smooth office operations, organizing, and running meetings, and managing calendars and comms.
• Excellent project management skills with experience coordinating across multiple teams or organizations to carry out a task.
• Skills in online tools such as Office365, community portals such as BoardSource, and CRM technologies such as Salesforce.
• Skills in creating and editing assets such as written reports and memos, internal and external PowerPoint presentations, and basic Excel documents for budgets.
• Skills in calendar, travel, and communication logistics for executive leaders.

Requirements

• • Ability to foster a fun, collaborative atmosphere in a high-performing executive team.
  • Ability to establish trust, transparency, and mutual respect in working relationships.
  • Ability to foster a culture of inclusivity for all constituents including internal staff, community and corporate partners, and members.
  • Ability to communicate complex information to multiple audiences.
  • Ability to discern priorities for an executive leader and organize her calendar, communications, and commitments around those priorities.
  • Ability to coordinate projects across multiple teams or organizations.
  • Ability to utilize discretion in handling and communicating sensitive information.
  • Exceptional experience in understanding the mission, vision, and values of the organization and putting strategies to support organizational culture built on strategic priorities.

Don't meet every requirement? Studies have shown that women and BIPOC professionals are less likely to apply to jobs unless they meet every single qualification. At Girl Scouts River Valleys, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you are excited about this role but your experience doesn't align perfectly, we encourage you to apply. You might just be the right candidate for this or other roles.
Girl Scouts River Valleys is committed to diversity, equity, inclusion, access, and racial justice, and is working to boldly lead as an anti-racist organization that uplifts and empowers every Girl Scout to know their worth and lead in their world. This means leading not just with words, but with actions.