Minneapolis, MN

Executive Assistant, The McKnight Foundation

The Organization
Background: Founded in 1953 and independently endowed by William and Maude McKnight, the Minnesota based family foundation has assets of approximately $2 billion and granted about $88 million in 2014. McKnight concentrates resources in the arts; early literacy; the environment; the region and communities; neuroscience and crop research; and select efforts in Southeast Asia and East Africa. McKnight subscribes to the Minnesota Council on Foundations’ “Principles for Minnesota Grantmakers.”

Position Overview
Position Purpose:
The executive assistant supports the president, board of directors, and Family Membership Group to keep the work of the executive office running smoothly. The executive assistant provides governance, communication, and logistical support to the board of directors.

Key Areas of Responsibilities

  • Support of the President
  • Serve as first point of contact for outside callers; determine appropriate action.
  • Support the President in working with the Executive and Governance committees, including coordinating annual meeting/conference call schedule and distributing meeting materials.
  • Make travel arrangements including registration for conferences, hotel accommodations, air travel, and provide supporting materials for President’s travel.
  • Draft memos, letters, or other writing as assigned.
  • Schedule meetings, keep calendar up to date and accurate; provide daily schedule with backup information for President.
  • Coordinate internal and external meetings and conference calls as requested by President.
  • Sort mail; route as necessary; respond or follow up as necessary.
  • Maintain Contacts list, files, correspondence.
  • Support of the Board of Directors and Family Membership Group
  • Make travel arrangements including registration for conferences, hotel accommodations, air travel, and provide supporting materials as available.
  • Coordinate and manage travel and related logistics for in town and off-site board meetings, Family Membership Group, and board retreats.
  • Prepare and distribute in a timely manner all relevant materials.
  • Assist board members with passports, visas and medical insurance for international travel.
  • Ensure board members of familiar with International SOS and how to utilize the resources available through ISOS before and during international travel.
  • Administer and process board expenses and expense reports.
  • Serve as first point of contact for outside callers for the Board Chair; determine action. Manage the board portal, BoardEffect to ensure BoardEffect materials are current and BoardEffect is effectively utilized and integrated as primary communication tool for board members.
  • Orient new board members to BoardEffect and assist all board members and senior staff in setting up personalized dashboards.
  • Assist board members with troubleshooting basic BoardEffect issues.
  • Utilize the capabilities of BoardEffect to manage collaborative scheduling and conduct surveys.
  • Maintain current copies of board governance documents, including a board handbook on Board Effect.
  • Collaborate with finance team members and board/staff work group or committee leads in sharing and maintaining committee materials.
  • Be the in-house expert on BoardEffect and understand its capabilities and strategies for fully utilizing it and for back-end problem solving.
  • Distribute boardbook and related materials and committee materials via BoardEffect and other means as requested by specific board members.
  • Serve as point person for boardbook communications and needs including back-end management of BoardEffect.

Meeting Responsibilities

  • Compile board book after review by President and Communications Director.
  • Record and prepare draft of board meeting minutes.
  • Notify Finance team of director attendance at board meetings so that stipends are paid.
  • Provide hotel arrangements information and directors discretionary grant information for boardbook, provide board book mailing information for Operations.
  • Prepare draft agenda, attendance sheet, feedback forms, and others as assigned.

Knowledge, Skills and Abilities

  • Ability to anticipate needs and act accordingly.
  • Ability to coordinate and manage projects and logistics.
  • Knowledge and understanding of the difference between the President position and that of board members.
  • Ability to prepare clearly written summaries and analysis.
  • Ability to maintain confidential information.
  • Ability to communicate effectively interpersonally and in group presentations.
  • Ability to handle heavy workload and meet deadlines.
  • Ability to develop a high level of content expertise in BoardEffect and understand intranet administration.
  • Ability to work with high level of proficiency in Microsoft Office software including Word, Excel, Access and Outlook and with Adobe Acrobat Pro and Photoshop.
  • Ability to manage highly detailed work with speed and accuracy.
  • Ability to work collaboratively and respectfully with a variety of people and groups and to represent the Foundation effectively.

Required Education and Experience

  • In addition to the above knowledge, skills, and abilities requirements, the ideal candidate for this position will also possess a BA degree and a minimum of five years related full time professional work experience in an executive/board support position in an organization of similar size, or a combination of equivalent experience and training.
  • Experience working with a board of directors, preferably a family board, is strongly desired.
  • Working Conditions and Physical Effort: Work is normally performed in an office work environment but may occasionally include lifting and bending.
  • Regular operation of normal office machines (computer, copier, and fax) is required.
  • There are occasional evenings and weekends required.
  • Limited travel may be required.
How To Apply
Apply via The McKnight Foundation website:
https://www.mcknight.org/newsroom/news-releases/executive-assistant
Applications accepted through May 27, 2015
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