What are the responsibilities and job description for the Executive Assistant to the CEO position at GREATER MSP?
JOB POSTING
DEPARTMENT: Operations
REPORTS TO: Vice President, Operations
DEPARTMENT: Operations
REPORTS TO: Vice President, Operations
STATUS: Full-Time, Exempt (Salaried)
SALARY RANGE: $80K-$95K
SALARY RANGE: $80K-$95K
GREATER MSP PARTNERSHIP
GREATER MSP is a cross-sector partnership of more than 300 leading businesses, cities, universities, counties, foundations, and community organizations. The mission of the GREATER MSP Partnership is to grow the economy of the 15-county Minneapolis-Saint Paul region and create economic opportunity for all residents of the region. To do this, our partnership is executing a comprehensive regional economic development strategy focused on growing jobs, talent, and capital across the region. Learn more about GREATER MSP at www.greatermsp.org
POSITION SUMMARY
The Executive Assistant provides strategic, high-level administrative support to the CEO, while serving as a direct point of contact for organizational leadership logistics. This dynamic position requires exceptional organizational abilities to deliver complex calendar management for the CEO, anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality. The Executive Assistant position develops and maintains efficient processes for information flow and decision-making, serves as the CEO's communication orchestrator, acts as liaison to the Board of Directors and senior management team, and drives special projects to completion in a fast-paced, fluid environment where priorities can shift rapidly.
PRIMARY RESPONSIBILITIES
Executive Leadership Support
GREATER MSP is a cross-sector partnership of more than 300 leading businesses, cities, universities, counties, foundations, and community organizations. The mission of the GREATER MSP Partnership is to grow the economy of the 15-county Minneapolis-Saint Paul region and create economic opportunity for all residents of the region. To do this, our partnership is executing a comprehensive regional economic development strategy focused on growing jobs, talent, and capital across the region. Learn more about GREATER MSP at www.greatermsp.org
POSITION SUMMARY
The Executive Assistant provides strategic, high-level administrative support to the CEO, while serving as a direct point of contact for organizational leadership logistics. This dynamic position requires exceptional organizational abilities to deliver complex calendar management for the CEO, anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality. The Executive Assistant position develops and maintains efficient processes for information flow and decision-making, serves as the CEO's communication orchestrator, acts as liaison to the Board of Directors and senior management team, and drives special projects to completion in a fast-paced, fluid environment where priorities can shift rapidly.
PRIMARY RESPONSIBILITIES
Executive Leadership Support
- Partner directly with the CEO to maximize effectiveness in leading the organization and the entire Partnership of 300 organizations
- Provide complex calendar management by prioritizing inquiries, troubleshooting conflicts, and making sound judgments to ensure smooth day-to-day operations
- Complete a broad variety of administrative tasks that facilitate the CEO's ability to lead effectively, including:
- Preparing information for internal and external meetings
- Developing materials for speaking engagements
- Composing and preparing correspondence
- Maintaining accurate contact information in the CRM system
- Processing expense and mileage reports
- Data management for CEO notes and meetings
- Serve as the primary point of contact for all matters pertaining to the CEO, including highly confidential or critical issues
- Exercise sound judgment to determine appropriate courses of action, referrals, or responses that reflect the CEO's style and organizational policy
- Keep the CEO well-informed of upcoming commitments with strong situational awareness for any emerging issues
- Anticipate the CEO's needs in advance of meetings, conferences, events, and speaking engagements
- Provide and update daily task lists and priorities
Information Flow & Decision Process Management
- Design, implement, continuously improve information flow processes to and from CEO office
- Develop and maintain systems to track decisions, commitments, and follow-up items
- Email Management, handle the CEO's inbox, filtering out unnecessary emails, flagging important ones, and drafting responses when appropriate
- Create and manage templates, frameworks, and protocols for consistent decision-making
- Prepare briefing documents that synthesize complex information into actionable formats
- Establish clear workflows for document review, approval processes, and decision escalations
- Maintain institutional knowledge of past decisions and precedents
- Filter and prioritize information based on strategic importance and time-sensitivity
- Coordinate cross-functional communication to ensure alignment with CEO directives
- Ensure critical information reaches the CEO in a timely manner while protecting time for strategic thinking
Communication Management
- Serve as the CEO's strategic communication manager, managing the flow of incoming and outgoing communications
- Draft, edit, and proofread high-stakes communications on behalf of the CEO
- Ensure consistent messaging across various communication channels
- Coordinate with Marketing/Communications team on CEO statements; public-facing content
- Monitor and flag emerging issues in internal and external communications
- Prepare talking points and briefing materials for key conversations and presentations
- Maintain confidentiality and discretion in all communications
- Facilitate clear communication between the CEO and other stakeholders
- Implement communication protocols during sensitive situations or crises
Board Relations & Governance
- Act as a liaison between the CEO, Board Chair, and Board of Directors
- Manage all logistics for Board meetings and committee meetings, including:
- Establishing and maintaining the Board and committee meeting calendars
- Securing locations and generating notices
- Compiling and distributing presentation materials
- Recording and posting meeting minutes in accordance with bylaws
- Support Board committee structure by coordinating schedules, agendas, and materials for committee meetings
- Support Board member engagement through regular communication and updates
- Support successful onboarding and off-boarding of board members in transition, including:
- Updating Board membership lists and contact information
- Scheduling orientation meetings
- Compiling orientation and welcome materials
- Coordinating with Communications team to update website and organizational materials
- Maintain historical records of Board decisions, policies, and governance documents
- Ensure timely distribution of Board communications, including CEO updates to the Board
- Maintain familiarity with Board bylaws and assist in ensuring compliance
Travel Management
- Coordinate all elements of domestic and international travel, including flights, accommodations, and ground transportation
- Liaise with hosts at destination sites as needed
- Prepare detailed itineraries and comprehensive background materials for meetings/events
- Demonstrate flexibility and proactive problem-solving abilities to adjust for cancellations or schedule changes
Strategic Projects & Event Management
- Schedule and coordinate logistics for high-level meetings and events led by the CEO
- Provide support for event planning and execution (including but not limited to material preparation, name badges, general logistics)
- Work with Vice President of Operations to plan Executive Team meeting agendas and attend meetings to track minutes
- Provide efficient notetaking and follow up on action items to maintain momentum
- Provide back-up for front desk support on in-office days as needed
- Lead special projects for the CEO (i.e., accreditation processes, DEI initiatives, investor communications, etc.)
- Contribute to special development projects and other duties as assigned
QUALIFICATIONS
Experience
Experience
- 5 years supporting high-level executives in corporate, public sector, or nonprofit settings; experience providing high-level executive administrative support to C-Suite leadership, with a demonstrated ability to manage complex schedules, streamline operations, and ensure seamless communication across executive teams.
- Must be well-organized, flexible and enjoy the administrative challenges of supporting a group of diverse people and programs.
- The ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
- Proven track record establishing efficient communication protocols and decision-making processes; ability to anticipate, notice patterns and suggest improvements
- Experience with board governance and committee structures preferred
- Experience thriving in fast-paced, fluid environments with competing priorities
- Background in environments requiring quick adaptation to changing circumstances
- Interest in economic development and commitment to organization's ambitious mission and vision
Education
Bachelor's degree or equivalent in Business, Administrative training and experience in a related field
Required Skills
Bachelor's degree or equivalent in Business, Administrative training and experience in a related field
Required Skills
- Exceptional ability to maintain confidentiality with sensitive information
- Advanced written communication skills with ability to draft effective correspondence at executive level
- Strong information synthesis ability to distill complex information in clear, actionable formats
- Excellent organizational systems design experience for tracking decisions and managing information flow
- Knowledge of nonprofit governance best practices and board management
- Superior interpersonal qualities; establishes excellent rapport and working relationships at all organizational levels
- Outstanding organizational, planning, problem-solving, and project management abilities
- Microsoft Office Suite proficiency required
- Experience with CRM systems and data management
CULTURAL COMPETENCIES & ATTRIBUTES
- Process Orientation: Develops and implements efficient systems enhancing effectiveness
- Communication Excellence: Maintains clear, concise, appropriate messaging across channels
- Entrepreneurial Spirit: Takes initiative and identifies opportunities for improvement
- High Integrity: Demonstrates trustworthiness and ethical behavior in all interactions
- Adaptability: Thrives in ambiguous situations and can pivot quickly when priorities shift
- Team Orientation: Works collaboratively while maintaining independence in execution
- Resilience: Maintains composure and effectiveness under pressure
- Detail Mastery: Delivers consistently accurate and thorough work product
- Resourcefulness: Finds creative solutions with limited resources
- Strategic Thinking: Anticipates needs and connects daily activities to larger goals
- Cross-Cultural Competency: Demonstrates awareness and respect for diverse perspectives
- Results-Driven: Consistently delivers high-quality outcomes
- Problem-Solving Mindset: Approaches challenges with a positive, solution-oriented attitude
This description covers the primary purpose and principal duties of the job. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed.
WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
Physical Demands
WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
Physical Demands
- Have the ability to lift/move <30 lbs.
- Have the ability to stand and sit for extended periods of time.
- Have ability to use a computer and converse on phone for extended periods of time.
- Have the ability to get to and from meeting sites.
- In-office days Monday – Thursday; option to work remotely on Fridays
- The noise level is typical for an office environment.
- The office environment is temperature controlled.
- There may be travel required to events/conferences/meetings as needed.
- Parking is provided as a paid benefit.
Health & Safety
GREATER MSP is committed to providing and maintaining a safe and healthy workplace in accordance with the CDC and Minnesota State health advisory guidelines. Please contact Human Resources at 651-287-1300 for policies and protocols.
NOTE
This job description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
APPLICATION PROCESS
A background check is required prior to the first day of employment. A background check may consist of, but not limited to, a criminal history check, employment reference check, social security and address verification, drug tests and an education verification. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic/national origin, marital status, sexual orientation, gender identity or presentation, pregnancy, genetics, veteran status, or any other status protected by federal, state, or local laws.
By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our regional partnership. Equal access to employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact Human Resources.
TO APPLY: Please submit a cover letter and resume at www.greatermsp.org
GREAT MISSION. GREAT PEOPLE.
GREATER MSP is committed to providing and maintaining a safe and healthy workplace in accordance with the CDC and Minnesota State health advisory guidelines. Please contact Human Resources at 651-287-1300 for policies and protocols.
NOTE
This job description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
APPLICATION PROCESS
A background check is required prior to the first day of employment. A background check may consist of, but not limited to, a criminal history check, employment reference check, social security and address verification, drug tests and an education verification. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic/national origin, marital status, sexual orientation, gender identity or presentation, pregnancy, genetics, veteran status, or any other status protected by federal, state, or local laws.
By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our regional partnership. Equal access to employment is available to all qualified persons. Those applicants requiring accommodation to complete the application and/or interview process should contact Human Resources.
TO APPLY: Please submit a cover letter and resume at www.greatermsp.org
GREAT MISSION. GREAT PEOPLE.
GREATER MSP connects top talent with engaging career opportunities by offering a competitive salary commensurate with experience and a generous benefit package.
GREATER MSP PARTNERSHIP VALUES
Accountability | Alignment | Inclusion | Innovation | Transparency
GREATER MSP Partnership is an Equal Opportunity, ‘At Will’ Employer that maintains a drug free workplace and complies with ADA regulations as applicable. We value diversity and are committed to creating an inclusive work environment. Together we are greater.
Salary : $80,000 - $95,000