Executive Assistant to the President

About Heart of America:

Heart of America (HOA) is a national nonprofit organization that has provided high-quality education resources and transformed spaces in under-resourced schools into modern learning environments so that students and communities can learn and grow. Over the past 28 years, HOA has served more than 2.5 million students in need by distributing more than 4.4 million books, infusing $14.3 million in technology, and transforming nearly 1,400 community libraries, cafeterias, gymnasiums, college and career centers, tech labs, and many more educational spaces across North America.

At HOA, we look for people who work with their heads AND their hearts. Talent is essential, but talent is not enough. We are looking for people who are passionate about our mission and goals and who are committed to an organizational culture based on compassion, integrity, respect and cooperation.

HOA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Job Description:

Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; and oversees special projects. The successful candidate will have outstanding organizational skills, possess a meticulous attention to detail, ability to successfully prioritize and manage multiple duties, and have excellent independent judgement. This position requires the ability to provide strong support to the CEO, excellent interpersonal skills, as well as sound judgement and experience, able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This role offers a hybrid work arrangement, allowing you to work remotely from your home in the Twin Cities, MN.

Benefits: HOA offers medical, dental, vision, paid holidays, vacation leave, and a 403(b) plan plus matching.

Job Type: Full-time

Salary: $60,000 - $70,000 per year; Compensation is commensurate with experience.

Please include a cover letter telling us why you are interested in and would be a good fit for this position.

Job Responsibilities:

Executive Support

• Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Facilitate governance process for the approval of deliverables and decisions required by the President. Monitoring information flow: Sometimes acting as a gatekeeper, ensuring a CEO’s involvement in a project or decision-making process at the right moment.

Liaison to the Board of Directors

• Assist the president with preparing for board meetings and creation of board meeting materials.
• Schedule board meetings, provide logistics for in person meetings, record meeting minutes.
• Assist the president with board member communications.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Ensure all board documentation is kept up to date and organized.

Other duties as assigned

• Assist Project Managers on selected makeover projects where needed.

Skills and Knowledge

• Bachelor’s degree desired
• 5-10 years’ experience supporting C-Level executives, preferably in a nonprofit organization
• Experience building and establishing relationships with organization stakeholders
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Abilities & Competencies

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to interact with stakeholders, including staff, board members, external partners and donors with tact, flexibility and discretion
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Commitment to quality programs and excellence in organizational and project management
• Integrity, positive attitude, mission-driven, and self-directed
• Must meet strict deadlines on a consistent basis
• Excellent verbal and written skill