Executive Assistant

POSITION SUMMARY

CLUES Executive Assistant supports the work of the President and CEO and manages the day-to-day operations and internal and external communications of the executive office to make the workplace more efficient. The Executive Assistant also serves as liaison to the Board of Directors ensuring effective and timely communication of board and committee meetings, preparing board packets, coordinating meetings and agendas, taking minutes, and supporting the work of the board.

The Executive Assistant manages the President's internal and external timely and efficient inquiries, correspondence, scheduling, and serves as a point of contact for items needing executive approval or attention. Duties include coordinating or attending meetings on the executive leader's behalf and taking notes, leading, and helping implement projects or strategic direction goals and assisting leaders prepare for meetings or presentations.

The position requires a professional who can be self-directive, good communicator, and able to work effectively in a fast-paced team environment while paying attention to detail. The Executive Assistant needs to be reliable, resourceful, adaptable, and able to multi-task, and handle confidential information with discretion. Additionally, excellent written English and verbal fluency in English and Spanish and strong computers skills (Outlook, Word, Excel, virtual meeting platforms, electronic signature platforms, DocuSign, and PowerPoint) are required.

Department: Administration
Reports to: President
Location: CLUES St. Paul, MN Office
Position Type: Regular
Schedule: Full-Time. Generally, Monday – Friday Office hours.
Estimated Salary: $49,400.00 to $58, depending on experience & qualifications).
Benefits: Full benefits package available in accordance with current CLUES policies—includes: medical, dental, vision, critical illness, accident, and life insurance (with AD&D); long term and short-term disability; pre-paid legal services and ID theft protection; retirement plan; educational assistance; paid holidays; and paid time off.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communications and Correspondence (40%)

• Supports the President with internal and external relations by responding to verbal and written communications in a professional manner. Takes initiative to draft internal/external communications on behalf of the President.
• Supports event planning and execution as well as project management as assigned and provides support for community outreach and support to the marketing and communications team as needed.
• Supports the President and Executive team leaders with consultant project logistics and project coordination and delivery.
• Prepares communications, invitations, and thank you notes for the President, Executive Team, and Board of Directors.
• Responds to incoming and outgoing emails and correspondence in a timely manner on behalf of the President. Redirects mail and other correspondence to appropriate individuals. Anticipates and responds to inquiry needs and responds in an effective and timely manner.
• Ensures signatures for timesheets, expense reimbursements, mileage forms, staff initiative forms, contracts, etc. and distributes and files such documents as needed.
• Supports grant and contract approvals by the President for the Executive and Development Team. Ensures that relevant program staff and Development staff receive completed versions of documents for their records.

Liaison to the Board of Directors and Board Committees (25%)

• Coordinates timely communication, agendas, and coordination of Board of Directors' meetings and all Committee meetings. Attends and takes minutes for all and maintains records of Board actions and documents as needed.
• Coordinates timely reports from the President, Executive Team leaders, and Committee and Board Chairs. Assembles Board packets and distributes them in a timely manner to Board of Directors.
• Leads board meeting scheduling and maintains correspondence with Board Members or their delegates. Takes initiative to keep members informed about all relevant activities, updates, and inviting their engagement.

Scheduling (10%)

• Manages scheduling for the President and Board of Directors. Schedules appointments, meetings, sets up virtual meeting information, conferences, accommodations, travel, and special events. Informs attendees of changes to the schedule, manages virtual meeting platform for virtual presentations, reserves space, makes food arrangements, provides directions/maps to meetings, sends thank you notes on behalf of the President, etc.
• Coordinates Executive Leadership meetings and other internal/external meetings as required.

General Duties (25%)

• Prepares drafts and a wide variety of finished documents from written notes, brief verbal instruction, or printed materials. Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and the appropriate use of English or Spanish composition, grammar, and punctuation.
• Prepares PR documentation and packets for funders and elected officials, and supports Marketing completing design and orders of marketing products.
• Maintains updated mailing/contact list(s) of board members, key stake holders, elected officials, funders, and other contacts of CLUES.
• Completes copying, filing, data processing and other clerical support as assigned.
• Promotes the mission, operating values, and services of CLUES within the community.
• Adheres to strict confidentiality requirements. Maintains client confidentiality in accordance with HIPAA, agency policies and other applicable laws, regulations, and ethical standards.
• Carries out all other duties as assigned by supervisor.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties or tasks may be assigned as required. Management may modify, change, or add to the duties of this description at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SUPERVISORY RELATIONSHIPS

• May supervise interns and volunteers as assigned.

QUALIFICATION REQUIREMENTS

Education, Experience & Key Abilities

• Associate or bachelor's degree preferred. At least 3-4 years of experience providing executive administrative support or leading projects. An equivalent combination of education and experience may be accepted.
• Community-related project management experience (academic or professional) preferred.
• Strong business acumen and analytical decision-making abilities, including the ability to solve practical problems and interpret a variety of instructions to advance the work.
• Must pay attention to detail and be able to multi-task and work independently with high energy in a fast-paced environment. Must work well in a team environment.
• Cultural sensitivity and awareness as well as a passion for Latinx culture and community.
• Must demonstrate ability to uphold CLUES' mission, vision, and guiding values while exemplifying dignity, respect, and trust.
• Ability to work collaboratively, act innovatively, and embrace change.

Language Skills

• Must be able to write business correspondence at an Executive level and be effective communicating in English, both verbally and in writing. Bilingual in Spanish and English a plus.
• Ability to read, analyze, and interpret written materials, including reports, contracts, and proposals.
• Ability to effectively present ideas and information in an organized and effective manner, including writing reports.
• Ability to maintain accurate documentation and respond appropriately to questions from clients, co-workers, management, and external parties.

Computer Skills

• Proficient working knowledge of email software, the Internet, databases, and common Windows-based programs, including Microsoft Office Word, Excel and PowerPoint required.
• Must be willing to attend training to advance technical skills and maintain appropriate skill levels to perform job duties.

WORKING CONDITIONS

Background check

• Must pass a criminal background check. As a condition of continued employment, staff person may be required to submit to periodic re-verification of these background checks.

ABOUT US

Comunidades Latinas Unidas En Servicio (CLUES) is a non-profit leader in behavioral health and human services. The organization was founded in 1981 with a vision for improving the quality of life of the Latino population in Minnesota. Today, CLUES is Minnesota's largest Latino agency. Our mission is to advance social and economic equity and wellbeing for Latinos by building upon our strengths and cultures, uplifting our community, and activating leadership for systemic change. Although our services focus on the Latino family, our experience and capabilities enable us to serve individuals and families from all walks of life including new immigrants and low-income families who dream of a better future. Our programs and services encompass a holistic approach to addressing the complex and interrelated barriers our community faces, including programming that advances Community Wellness, Community Leadership, and Community Prosperity. Our services uphold and celebrate cultural richness and community assets as we connect individuals and families to resources, skills, institutions, and opportunities. We employ a diverse, multi-cultural staff to ensure our services are linguistically and culturally relevant.

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