The purpose aims to provide polished, comprehensive, and confidential executive level administrative support to the Vice President of Mission Advancement, Board of Trustees, and Division Leaders as needed. The work involves planning, organizing, and coordinating the activities of the Vice President of Mission Advancement, requiring extensive knowledge of their responsibilities and routines, the ability to provide insight into the goings-on of the organization, and deft navigation of various methods of working and communicating. The position requires the ability to manage multiple deadlines, make meaningful decisions, creatively problem solve, be proactive and efficient, work with little supervision, handle shifting priorities, and interface inside and outside the organization with a high level of professionalism and confidentiality.

Job Duties and Responsibilities

• Provide executive-level support to the Vice President of Mission Advancement (VP of MA), Board of Trustees, and divisional leadership as needed, including calendar management, meeting & event coordination and preparation, travel coordination, and communication.
• Have extensive knowledge of the VP of MA’s activities to ensure proactive preparation and strategic communications well in advance of all meetings/events.
• Collaborate with the VP of MA on various projects, which include internal and external partners.
• Manage the Mission Advancement Committee meetings to include relationships with trustees to ensure that trustees feel welcomed and informed, create and edit board content such as minutes and presentations. Works closely with the Board Liaison to ensure best board practices.
• Act as a liaison to the VP of MA, assisting Trustees, community leaders, and organizational staff as needed. Provide a bridge for smooth communication between the VP of MA and staff, demonstrate leadership to maintain credibility, trust, and support with the team.
• Deeply commit to continuing personal work on equity & inclusion while collaborating with peers and the Board of Trustees on racial equity.
• Function as divisional point of contact for all staff: create agendas, take notes at meetings, field questions, connect staff, anticipate needs, act as a professional confidant, and provide resources across the museum.
• Manage highly confidential data. Create correspondence, agendas, spreadsheets, & presentations. May perform research when appropriate and as requested by members of the division on an as-needed basis.
• Create purchase orders, pay invoices, and reconcile expenses.
• Purchase supplies, materials, and gifts as needed.
• Approve and edit timesheets for divisional leaders.
• Support division budget/forecasting processes and reporting.
• Collaborate with executive administrative staff to create and improve administrative processes & procedures throughout the museum.
• Performs other related duties as assigned.

Required Competencies

Communication: Expresses oneself clearly in conversations and interactions and ensures that information is shared with others who should be informed.

Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization with a mutual commitment to an equity focus. Unquestionable personal code of ethics, integrity, and trust; ability to handle highly confidential information.

Customer Service: Demonstrates an understanding of the SMM mission by ensuring that their own interactions with internal and external stakeholders consistently support the mission. Intuitive mindset, creative aptitude, and effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral connections, problems, opportunities, and possibilities.

Fostering an Inclusive Community: Contributes to a museum environment and people that reflect and respond to communities' diverse needs and cultures (internal and external). Models and advocates just, anti-racist, equity-focused, and inclusive collaborations in all of the Museum’s endeavors.

Results Orientation: Focuses on providing a best-in-class experience through work outcomes by meeting personal and organizational work objectives.

Minimum Qualifications

Education: High school diploma

Experience: Minimum of 5 years in two or more of the following: executive support to senior leadership, Board, and/or complex divisional structure, project management, operations of nonprofit organizations, and/or major event planning and coordination

Physical Requirements: Be able to lift up to 10 lbs. and sit for long periods.

Work Environment: Onsite at the museum in St Paul, MN Tuesday, Wednesday, and Thursday; Monday and Friday are optional hybrid days. This may adjust as business needs change.

The hourly range for this role is: $29.55 - $30.86

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)