Overview
Executive Assistant Jobs in Saint Paul, MN at Saint Paul Downtown Alliance
POSITION: Executive Assistant
SALARY RANGE: $55,000-65,000 dependent on qualifications (full time, exempt, salaried), with competitive benefits (medical, dental, retirement contributions, parking/transit assistance)
REPORTS TO: President and Director of Operations
LOCATION: Downtown Saint Paul, in person
DEADLINE: Ongoing, interviews to begin in March 2025 until position is filled
About the Saint Paul Downtown Alliance
The Saint Paul Downtown Alliance (SPDA) is a nonprofit organization founded in 2018, dedicated to fostering vibrancy and vitality in downtown Saint Paul. Governed by a board of leaders from the public, private, and nonprofit sectors, the Alliance focuses on three strategic areas:
Safe and Clean: Overseeing the Saint Paul Downtown Improvement District to enhance safety and cleanliness.
Vitality: Delivering programming and activations that foster a lively downtown.
Messaging and Advocacy: Promoting positive narratives about downtown and advancing beneficial policies.
Redevelopment Initiative: Strategically address the challenges and seize the opportunities downtown is facing
Executive Assistant Position Overview
This role goes beyond traditional administrative support; it is a strategic and facilitative position that plays a critical role in advancing the Saint Paul Downtown Alliance’s mission. The Executive Assistant provides high-level support to the Downtown Alliance’s leadership team, ensuring operational efficiency and alignment with organizational priorities.
Success in this role requires a combination of focus, flexibility, and a proactive, behind-the-scenes approach. The ideal candidate demonstrates exceptional discretion, self-direction, and resourcefulness, along with strong emotional intelligence and analytical skills. This role involves effectively managing shifting priorities and decision-making processes, while handling multiple projects and prioritizing tasks to support the leadership team and the organization as a whole.
The Executive Assistant thrives in a fast-paced, small-team environment, confidently balancing administrative and strategic responsibilities to enhance the organization’s efficiency and impact.
We’re looking for a team player who thrives in a collaborative, mission-driven environment and is energized by contributing to the vibrancy of downtown Saint Paul. The ideal candidate is passionate about making a positive impact in the community and enjoys working in a dynamic, fast-paced organization where every day brings new challenges and opportunities.
Core Competencies
Adaptability: Thrives in a dynamic environment with shifting priorities and deadlines.
Attention to Detail: Ensures all work is accurate, polished, and professional.
Problem-Solving: Anticipates challenges and develops creative, actionable solutions.
Collaboration: Works effectively with diverse stakeholders, from Fortune 500 executive level board members to downtown residents and ambassador team staff.
Time Management: Handles competing priorities and meets deadlines with efficiency.
Key Responsibilities
Calendar Management
Strategically manage calendars to ensure optimal scheduling for efficiency and productivity.
Coordinate and prioritize meetings, resolve conflicts, and plan recurring appointments.
Plan future scheduling needs aligned with organizational goals, including time allocation for focus or travel.
Act as a gatekeeper by filtering requests and effectively managing the executive’s time.
Email and Communication Management
Sort and prioritize emails, flag urgent items, and ensure timely follow-ups.
Draft, proofread, and respond to routine or sensitive correspondence while maintaining professionalism.
Handle sensitive communication securely and manage stakeholder interactions effectively.
Meeting Coordination and Preparation
Organize and prepare for meetings, including agendas, materials, and follow-up actions.
Coordinate board of directors’ meetings and facilitate communication between leadership and board members.
Assist with setting up internal and external meetings, ensuring seamless execution.
Financial Management
Process and code invoices to the appropriate departments as they are received.
Support Director of Operations to prepare and track outgoing invoices.
Prepare monthly expense reports.
Travel and Event Coordination
Organize industry conference attendance several times per year and handle travel logistics including flights, hotels, and ground transportation.
Assist with organizing board meetings and executive team events, including agenda preparation and material distribution.
Manage event logistics such as location setup, technology, catering, attendee coordination, and post-event follow-up.
Project Coordination
Assist with special projects, including research, analysis, and coordination.
Oversee components of high-visibility projects, ensuring the efficient use of resources and on-time completion.
General Office Duties
Utilize and maintain core technology systems to streamline processes.
Manage mail, office supplies, and other administrative tasks as needed.
Maintain updated organizational records and databases.
Confidentiality
Handle sensitive and proprietary information with discretion and professionalism.
Ensure appropriate sharing of information within the organization while guiding peers on confidentiality standards.
Key Performance Indicators (KPIs)
All meetings are scheduled, prepared, and executed without conflicts or disruptions.
High-priority projects and events are delivered on time and aligned with organizational goals.
Calendar management and correspondence are handled with professionalism and accuracy.
Travel and event logistics are seamless, with no unanticipated issues.
Confidentiality and discretion are consistently upheld.
Qualifications
Experience: Minimum of three years in an executive assistant or similar administrative role.
Skills:
Exceptional organizational and time-management skills.
Strong written and verbal communication skills, including the ability to draft polished correspondence.
Proven ability to handle sensitive information with discretion.
Technical Proficiency:
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Familiarity with tools such as Zoom, Slack, and project management software (e.g., Asana, Trello).
Experience with CRM tools (e.g., Salesforce) is a plus.
Able to quickly learn new tools.
Attributes:
Highly detail-oriented, with a proactive problem-solving approach.
Self-motivated and adaptable to changing priorities in a fast-paced environment.
Desirable Qualifications
Experience in a nonprofit or mission-driven organization.
Familiarity with event planning or community engagement.
Basic graphic design skills for creating polished event materials or presentations.
Strong interpersonal skills and the ability to build positive relationships with stakeholders.
Why Join Us?
At the Saint Paul Downtown Alliance, you’ll be part of a small, collaborative team dedicated to creating a vibrant downtown. This role offers the opportunity to contribute meaningfully to the city’s revitalization while growing professionally in a supportive and dynamic environment.
How to Apply
Submit your resume and cover letter to [email protected]. Applications will be reviewed on a rolling basis until the position is filled.
Job Type: Full-time
Pay: $55,000.00 – $65,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Schedule:
8 hour shift
People with a criminal record are encouraged to apply
Application Question(s):
This is an in-person job based out of downtown Saint Paul. Are you able to be in the office the majority of the time?
We are a small, fast-paced organization where priorities and deadlines can shift quickly? Are you comfortable working in an environment that requires adaptability and self motivation?
Experience:
Administrative: 2 years (Required)
Ability to Commute:
Saint Paul, MN 55101 (Required)
Work Location: In person
Title: Executive Assistant
Company: Saint Paul Downtown Alliance
Location: Saint Paul, MN
