Executive Assistant to the Executive Director

We are looking for an Executive Assistant to join our team at Project Success. Project Success is a youth development nonprofit organization that helps students connect to their purpose. We work with more than 16,000 6th-12th grade students and their families annually and have more than 225,000 alumni around the world. Learn more at projectsuccess.org.

The Executive Assistant provides high-level administrative and logistical support to the Executive Director. This role supports the Executive Director with scheduling and meeting coordination, drafting internal and external communications, organizing and maintaining records and information systems, and supporting financial and data entry processes for the organization. The Executive Assistant plays a vital role behind the scenes, ensuring that the Executive Director has the tools, resources, and information they need in their day-to-day work.

This role reports to the Executive Director and is part of the Administrative team at Project Success.

The ideal candidate is an organized, dependable, and proactive individual with strong administrative support experience. They are an excellent communicator, both written and verbal, with sound judgment and the ability to handle sensitive information with care and discretion. This individual is comfortable coordinating schedules, executing logistics, and completing data entry tasks with accuracy and efficiency. They bring a high level of technical proficiency, attention to detail, and follow-through to their work while being quick to respond to shifting needs and priorities. They approach their work with integrity and take pride in ensuring that others have what they need to succeed.

CORE JOB RESPONSIBILITIES

Executive Support

• Coordinate meetings for the Executive Director’s calendar, including scheduling, logistics, preparing materials, and sending reminders
• Support meeting follow-up by taking notes as requested, drafting post-meeting communications, and tracking action items to completion
• Assist the Executive Director in managing workflows, priorities, and project deadlines
• Monitor and triage incoming requests and communications, flagging items that require timely attention
• Draft and proofread communications for the Executive Director’s review and approval before sending
• Coordinate travel arrangements, including booking flights, lodging, and transportation
• Prepare meeting materials and presentations, and support the planning and execution of executive meetings and events

Administrative & Technology Support

• Set up and maintain meeting spaces for the Executive Director, ensuring they are equipped and welcoming including preparing beverages, food, and supplies as needed
• Run occasional local errands (e.g., lunch pick-up, mail drop-off, purchasing supplies) to support day-to-day needs
• Provide logistical and administrative support for internal and external events
• Support Executive Director’s use of digital tools and technology platforms including Microsoft Office Suite (Outlook, SharePoint, OneDrive, etc.) and Zoom, both on desktop and mobile
• Support technology needs for Executive Director and problem-solve for any technology issues

Records & Information Support

• Maintain accurate and up-to-date contact lists, calendars, and email lists
• Support updates to the development database (Raiser’s Edge), tracking key donor and partner interactions for the Executive Director
• Organize and maintain digital and physical filing systems for executive-level documentation and communications

Finance & Data Entry Support

• Complete day-to-day finance tasks, including invoice data entry, expense coding, and reconciling credit card statements
• Distribute monthly credit card statements and track staff returns and documentation
• Support the Executive Director’s ability to manage financial processes for their team, including printing budget reports, reimbursement/credit card approvals, etc.
• File and organize financial records in coordination with the Director of Administration

Other Duties as Assigned

MISSION, VISION, AND VALUES + INCLUSION, DIVERSITY, EQUITY, AND ACCESSIBILITY

We are looking for individuals that are passionate about the success of our students and share the mission, vision, and values of PS.

Mission: Project Success motivates and inspires young people to dream about the future, helps them take steps to get there and gives them the tools they need to achieve their goals.

Vision: Every child entering middle school will graduate high school with a plan for their future and have the skills and confidence that will take them through the rest of their lives.

Values:

Kids First!

Dependability, Reliability, and Trust

A Non-Judgmental Environment

Willingness to Grow and Change

Love is the Key

Develop Healthy Relationships

Clear and Open Communication

Sustain Excellence

Commitment to Inclusion, Diversity, Equity, and Accessibility (I.D.E.A.):

Project Success strives to connect students to their purpose by creating programming that truly serves our students and families. We envision a Project Success where inclusion, diversity, equity, and accessibility are fully integrated into everything we do. We aim to hire individuals that care deeply about students, families, and community, share our values, and are committed to practicing ongoing anti-racism work and I.D.E.A. principles.

EDUCATION, EXPERIENCE, AND SKILLS

Please note that while the qualifications below are preferred for this position, we do not expect any one person to necessarily have all the items listed. We highly encourage people with a wide range of education, experience, and skill levels to apply for this position.

• Bachelor’s degree or 4+ years of similar experience (or a combination of training, education, and experience that provides the required knowledge and abilities)
• 4+ years of experience supporting a senior leader, preferably in a nonprofit or mission-driven organization
• Experience managing sensitive or confidential information with care and discretion
• Previous knowledge in Raiser’s Edge preferred
• Exceptional organizational and time management skills with the ability to prioritize and manage multiple tasks
• Excellent written and verbal communication skills; capable of drafting clear, professional correspondence
• High attention to detail and accuracy
• Tech-savvy and proficient with Microsoft Office Suite (especially Outlook, Word, Excel), SharePoint, OneDrive, and Zoom

JOB REQUIREMENTS

• Must have a valid driver’s license and auto insurance
• Ability to sit and/or stand for prolonged periods, including movement up and down stairs and throughout office environment and at events
• Must be able to lift up to 25 pounds at times and 50 pounds on occasion

POSITION DETAILS

This position is a full-time, salaried exempt, position. This role will require in-office work daily Monday-Friday at our headquarters in Minneapolis, with some flexibility for remote work. Details on schedule to be discussed in the interview process.

The compensation package includes the following:

• $55,000-$64,000 annual salary
• Generous paid time off
• Excellent Health Insurance with a low deductible (PS pays 100% of the monthly premium rate)
• Excellent Dental and Vision Insurance (PS pays 100% of the monthly premium rate)
• Short-Term Disability and Life Insurance (PS pays 100% of the monthly premium rate)
• SIMPLE IRA retirement plan with up to a 3% match
• Free parking at the PS office

TO APPLY

Please email the following to apply@projectsuccess.org with a subject line including the name of the position, addressed to Adrienne Diercks, Founder and Executive Director:

• Resume
• Cover Letter
• References
• Where you heard about us and/or found the job posting

To learn more, visit: https://www.projectsuccess.org/join-our-team/

Project Success is dedicated to building a diverse and inclusive team. We strongly encourage candidates from a wide variety of backgrounds and experience levels to apply!