Description

BBB is an international non-profit network consisting of more than 100 BBBs across North America. BBB is one of the most recognized and trusted brands in the nation. BBB of Minnesota and North Dakota is supported by more than 7,000 Accredited Businesses, all of whom share BBB's vision for an ethical marketplace where buyers and sellers trust each other. 

BBB is more relevant than ever! For more than 100 years, our nonprofit organization has helped consumers find businesses, brands, and charities they can trust. We provide unbiased marketplace support, lift up consumer voices, champion ethical business practices, and provide community education.

We are currently seeking a versatile, energetic, and integrity-driven Executive Assistant-Project Coordinator to join our Communications team, in-office, in our Burnsville, MN office. 

When you join the team at Better Business Bureau, you can expect a culture that is future-focused, supportive, and highly collaborative. Our employees share BBB's vision and are passionate about the work we do. We encourage each other to embody BBB's mission of building trust, integrity, and ethics. We value innovation, a continual learner mindset, and hard work. We value diversity and inclusion. We make space for opportunities to recharge and cultivate deeper relationships among colleagues thanks to our Wellness Committee and Fun Patrol initiatives.
Position Summary

The Executive Assistant – Project Coordinator will provide support to the President and CEO, VP of Communications and at times, other key Leadership Team Members, on a variety of administrative functions. This position will also assist with multiple project coordination tasks within the Communications Department and cross-functional groups to support both internal and external project efforts.

The successful candidate will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines and organize and maintain administrative processes. We are looking for a person with a positive, friendly, and outgoing personality who will be an ambassador to help promote the value of the BBB Brand. 

Key Responsibilities:

General Executive Assistant Support 

· Coordinate and maintain calendars. Schedule internal meetings and appointments, coordinate off-site meetings, prepare for client and Board of Director meetings, and coordinate food, beverage, and equipment needs with appropriate staff.

· Schedule, coordinate, prepare agendas, attend meetings, take appropriate minutes and coordinate follow up as directed. Initiate and facilitate Zoom meetings.

· Manage travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate travel and accommodations, agendas, necessary contacts, marketing materials, and other necessary preparations. 

· Manage document preparation, record keeping and filing.

· Ensure that various administrative tasks are done in an effective and efficient manner, including drafting correspondence, maintaining files, copying material as needed and reviewing outside mail. Assist in all tasks and functions as required. This may include events, special projects, meetings, etc.

· Handle confidential information in a professional and discreet manner. 

Executive Assistant Support –President & CEO

· Provide BBB President & CEO board meeting support including uploading documents into the Boardable software and taking minutes at meetings as designated.

· Organize and maintain electronic BBB Board of Director files, rosters, profiles, and contact information for retention purposes.

· Serve as super-user and key liaison for Leadership members and Board members to Boardable by keeping up with software updates and improvements, providing tips on maximizing the features and encouraging full use.

Executive Assistant Support – Communication Department

· Schedule and coordinate the BBB Studio calendar and prepare for client visits. Greet and welcome Accredited Business, clients and visitors to our BBB office and Studio and coordinate hosting duties.

· Assist with client intake forms to determine appropriate BBB marketing services available to offer, coordinate follow-up communications and schedule internal meetings to discuss and prepare.

· Assist with project coordination tasks, including planning, tracking progress and budget, and ensuring deadlines are met.

· Utilize project management tools to monitor project progress against milestones, deadlines and budget guidelines. Assist in coordinating and adjusting project plans on performance and feedback. 

· Assist with developing visual presentations via editing and proofreading. 

Executive Assistant Support – VP, Events

· Support event administration with admin task lists; setting meetings, preparing agendas, completing documents and responding to inquiries.

· Provide key administrative tactical support to BBB’s Business & Consumer events: Torch Awards for Ethics (Students of Integrity Scholarship), IABBB Assembly, Annual Meeting, Integrity Golf Classic, BBB Open House and Scam Jam.

o Create and print name tags, review packing lists and ensure items are staged, set up signage, prepare participant certificates and framing, and other duties as assigned. Order events supplies as needed.

· Support the administrative communication process within the events, with regards to registration, logistics and other guest inquiries and questions. 

o Communicate with applicants, judges, finalists and award winners.

o Request headshots and profiles of speakers and communicate to the Communications Team.

o Assist to create and communicate pre/post event logistics information. 

Requirements

Base Qualifications:

· Two-Year degree from a business or vocational school. BS/BA Degree preferred.

· 3-5 years of demonstrated Executive Assistant or Project Coordination support experience.

· Excellent organizational and time management skills.

· Excellent written and oral communication skills.

· Demonstrated success as a problem solver in a fast paced, multi-tasking, quality focused organization.

· Confident, professional, polite, and respectful of others.

· Demonstrated ability to handle confidential information appropriately. 

· Ability to plan and coordinate various client meetings and travel logistics.

· Well-groomed professional appearance.

· Must be punctual and have good attendance in accordance with company policies.

· Ability to clearly and effectively articulate thoughts and points in a collaborative atmosphere

· Excellent analytical, organizational, project coordination and time management skills

· Proficient use of Microsoft Office, with demonstrated capability in Word, Excel, PPT, and Outlook, as well as Zoom, SharePoint Online and MS Teams.

· Knowledge of Acrobat Software desired, but not required. Will train.

· Experience with Boardable, Board Management Software, desired but not required. Will train.

Benefits Summary

· Health, Dental, FSA, HSA, Vision

· Life Insurance, Short-Term and Long-Term Disability

· 401(k) and generous Match & Other Employer Contribution

· Paid Time Off

· Paid Holiday Schedule

· Floating Holiday

· Early-off paid "Flex Fridays" in summer months

· Wellness Room with massage chair, weights, and walking workstations and more!

· Positive and engaging work culture

· Professional development opportunities

· Free parking and convenient location: Burnsville, MN (near I-35 and Hwy 13)

BBB is an equal opportunity employer

BBB recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting our mission. BBB is committed to attracting and retaining employees with varying identities and backgrounds.

BBB provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.