Executive Office Assistant

Advent Talent Group is seeking an Executive Office Assistant to provide administrative support to the President & CEO, Chief of Staff, & Executive Office for a local non-profit that drives action to create strong, vibrant communities. This role manages calendars, communications, logistics, and special projects; coordinates Board of Trustees and committee support; and collaborates with staff, community partners, and external stakeholders.

Overview

Start Date: December 15, 2025

Position Type: Contract; potential for perm hire

Location: Hybrid - Minneapolis, MN

Hourly Rate: $30.00/hr.

Responsibilities

Executive Office Support

• Manage CEO’s calendar to align time with strategic priorities; anticipate needs and ensure preparedness.
• Handle inquiries and invitations via email, phone, and mail; triage and respond appropriately.
• Prepare and edit correspondence, memos, presentations, and meeting materials.
• Maintain confidential files and contact records.
• Assist with contract coordination and vendor processing.
• Process invoices, reimbursements, and expense reports accurately.
• Track projects, deadlines, and follow-up systems for the Executive Office.
• Provide logistical support for meetings and events (virtual, in-person, hybrid), including AV setup and hospitality.
• Coordinate travel arrangements and itineraries.

Board & Committee Support

• Partner with COS to provide logistical and administrative support for Board and committee meetings.
• Maintain board portal software with updated materials, policies, and contact information.
• Record accurate and professional meeting minutes.

Team Collaboration & Organizational Support

• Coordinate check-ins and performance reviews between CEO and direct reports.
• Ensure appropriate staff access to CEO and COS.
• Assist with policy compliance and discretionary grant coordination.

Technology & Process Improvement

• Identify opportunities to streamline work and improve efficiency using technology tools.
• Collaborate on systems that enhance clarity, consistency, and cross-team coordination.

Qualifications

• 3 years of administrative experience, preferably supporting senior leadership or managing complex calendars, travel, and projects.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite and CRM systems; ability to learn new tools quickly.
• Excellent interpersonal and communication skills; professional and sensitive approach with diverse stakeholders.
• Ability to prioritize multiple projects and adapt to changing priorities.
• Skilled in event and meeting logistics.

Preferred:

• Experience in nonprofit or foundation settings, especially with board support.
• Familiarity with tools like Salesforce

Eligible employees will enjoy the following benefits with Advent Talent Group:

• Medical Insurance
• 401(k) Retirement Plan
• Paid Time Off (PTO)

Advent Talent Group is an Equal Opportunity Employer

Advent Talent Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.