Executive Assistant

The Executive Assistant performs administrative, organizational, and support services for the President, the Board of Directors, and its committees.

Responsibilities

• Executive Support - Assist President with all aspects of Foundation business:
• • Oversee all scheduling of appointments and manage daily calendar. Set recurring meetings with key staff, board, and Archdiocese leadership as directed.
  • Oversee preparation for all appointments and meetings (e.g. agenda, hospitality, research, presentations. Schedule any sessions needed to prepare for appointments).
  • Manage activities and projects in which the President is involved, keeping them informed of project status, next action steps, and timelines.
  • Interact with key CCF constituents on behalf of the President.
  • Manage President's correspondence and filing, ensuring clarity, accuracy, sensitivity, and confidentiality of all communication undertaken on behalf of the President.
  • Serve as gatekeeper - interface with Board and staff members, schedule times for individual staff to meet with President rather than interrupt workflow.
  • Meet regularly with President to understand their goals and initiatives, as well as to update them on status of in-progress and upcoming activities and projects.
• Board/Committees - Provide administrative support to the Board of Directors and all of its committees:
  • Key staff liaison, along with the President, to the CCF Board of Directors with special attention to Executive, Strategic Planning, and Governance Committees.
  • Oversee preparation for all Board and committee meetings (e.g. scheduling, agenda, confirmation of quorum attendance, hospitality, PowerPoint presentations as needed). Confirm locations/technology at meeting sites.
  • Work with CCF executive leadership team to create and publish quarterly Board reports and committee materials via the Board portal, serving as primary Board liaison for the portal.
  • Communicate with Board and committee members as needed between meetings.
  • Attend assigned Board and committee meetings and prepare concise and accurate minutes, in accordance with corporate record best practices.
  • Track all Board and committee action items for follow up and discuss with President to determine next actions.
  • Oversee and maintain corporate record of all Board and committee actions.
  • Other duties as assigned.
• Event Management - Oversee the planning and implementation of board related events.
• Presentations - Prepare presentations for Board and other events where CCF President has responsibilities.
• HR Support - Partner with VP of Finance and Administration on Performance Review Coordination, and Onboarding processes and assist with other HR projects as they arise.

Experience
3-5 years of executive support experience required, preferably supporting a CEO, president, executive director, or board of directors. Experience coordinating board and committee meetings and managing confidential information. Experience with Salesforce, board portals, and administrative systems preferred.

Education
4-year degree preferred.

Skills

• Emotionally intelligent, flexible, adaptable, able to gracefully handle changing calendars and shifting priorities.
• Able to work in an atmosphere of ambiguity and move forward confidently.
• Excellent time and project management.
  Able to find and suggest creative solutions to problems that arise.
• Able to work both collaboratively and independently, with minimal instruction and guidance.
• Proficient in Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, Teams, and emerging productivity tools such as Microsoft Copilot.
• Able to manage technology at board and committee meetings as needed.

Characteristics

• Diplomatic and candid, with high standards of integrity
• Committee to supporting and enhancing the team spirit.
• Proactive, takes initiative, able to anticipate what needs to be done and make recommendations to the President.
• High energy to keep up with fast-paced environment.
• Friendly, with an outgoing manner.
• A commitment to the mission of CCF is also desired.

Compensation

The salary range for this position is $72,000 - $82,000, commensurate with experience and qualifications.

CCF offers a comprehensive benefits package, including 403(b) retirement plan with employer match and discretionary contributions; employer-subsidized medical, dental, and disability coverage; fully-paid life insurance and access to additional voluntary benefits; generous paid time off plus 11 paid holidays; flexible spending accounts, Calm app access, and summer Fridays.

Please send cover letter, resume, and references to Anne Kocon at kocona@ccf-mn.org

If you require an alternative application format or assistance completing the application, please call Ann at 651-389-0300. We are happy to work with you.

The Catholic Community Foundation of Minnesota is an equal opportunity employer.