Executive Administrative Specialist

Description

The Executive Administrative Specialist provides high-quality administrative and coordination support to the CEO while helping ensure the effective operation of the Leadership Team and key organizational activities. This position manages the CEO’s day-to-day administrative needs, coordinates leadership meetings and logistics, supports Board administration, and helps maintain strong systems for communication, organization, and follow-through.

The ideal candidate is highly organized, responsive, and proactive, with strong attention to detail and the ability to manage multiple priorities and relationships. This role requires sound judgment, discretion, and excellent customer service, particularly when interacting with staff, Board members, community partners, donors, and other external stakeholders.

Job Details

Start Date: As soon as possible

Location: Minneapolis, MN - Full in-office requirement

Hourly Hiring Range: $23.08 - $25.96/hour Starting salary will depend on your skills and demonstrated readiness for the role. 

Hours/Day: Monday-Friday, 40 hours a week – including occasional evenings, and weekends when necessary. 

Job Type: Regular full-time, Non-exempt

Supervisor: CEO

Essential Job Functions

CEO Administrative Support

• Manage the CEO’s calendar, scheduling, meeting invitations, and day-to-day administrative needs.
• Coordinate internal and external meetings, including scheduling, logistics, materials, and follow-up.
• Prepare agendas, presentations, correspondence, documents, and other materials as requested.
• Coordinate CEO travel, conference registrations, speaking engagements, reservations, and related logistics.
• Organize and maintain CEO files, records, contacts, and other administrative information.
• Track deadlines, commitments, and follow-up items to help ensure timely completion.
• Support routine correspondence and communication with staff, Board members, donors, partners, and other stakeholders.
• Anticipate routine administrative needs and proactively address scheduling, logistical, and coordination issues.
• Handle sensitive and confidential information with discretion and professionalism.

Leadership Team & Organizational Support

• Provide administrative and coordination support for Leadership Team meetings, retreats, planning sessions, and other leadership activities.
• Coordinate calendars and scheduling involving multiple organizational leaders and departments.
• Prepare and organize agendas, meeting materials, notes, and action items.
• Maintain shared leadership documents, calendars, files, and administrative systems.
• Track leadership follow-up items and support consistent communication and coordination.
• Assist with logistics for organizational meetings, events, retreats, and special activities.
• Provide administrative and project coordination support for cross-functional initiatives as assigned.
• Help establish and maintain efficient, consistent administrative practices across leadership.

Board & Governance Support

• Coordinate Board and committee meeting schedules, invitations, materials, and logistics.
• Support preparation and distribution of Board packets, presentations, meeting materials, and other communications.
• Maintain Board calendars, records, contact information, and governance documents.
• Coordinate logistics and administrative follow-up with Board liaison.
• Partner with the CEO and Board liaison ensure Board administrative needs are completed accurately and on time.

BBBS Mission Alignment

• Maintain knowledge of community needs, resources, and networks.
• Communicate professionally with internal and external constituents.
• Work collaboratively to achieve results as specified in the strategic plan.
• Promote teamwork by overseeing and participating in various teams, including work groups and interdepartmental meetings.
• Positively represent BBBS in the larger community.
• Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.
• Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
• Contribute to the overall success of the agency in order to achieve the BBBS mission.
• Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance. 

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

• Associate’s or bachelor’s degree in business administration, nonprofit management, communications, or a related field preferred; equivalent combination of education and relevant experience considered.
• 3–5 years of progressively responsible administrative, executive support, office coordination, or related experience preferred.
• Experience supporting senior leaders and managing complex calendars, meetings, and competing priorities.
• Experience coordinating meetings, events, projects, or activities involving multiple stakeholders.
• Experience preparing professional correspondence, presentations, agendas, and other business materials.
• Experience handling confidential or sensitive information with discretion.
• Experience supporting a nonprofit organization, executive office, Leadership Team, or Board of Directors preferred.
• Proficiency with Microsoft Office and Google Workspace and comfort learning new technology and administrative systems.

Knowledge, Skills, and Abilities

• Exceptional organization, attention to detail, and follow-through.
• Ability to manage multiple priorities, deadlines, calendars, and requests in a fast-moving environment.
• Strong written and verbal communication skills with the ability to communicate professionally across a wide range of audiences.
• Strong interpersonal and customer-service skills, including comfort engaging with executives, Board members, donors, community partners, and staff.
• Ability to anticipate needs, identify potential scheduling or logistical issues, and take initiative within the scope of the role.
• Sound judgment and ability to determine when to independently address an administrative need and when to seek direction or escalate.
• High degree of discretion and professionalism when handling confidential or sensitive information.
• Strong meeting and project coordination skills, including tracking details and ensuring follow-through.
• Ability to build and maintain effective administrative systems and improve processes over time.
• Ability to work collaboratively across departments while managing requests from multiple stakeholders.
• Adaptability and comfort shifting priorities when organizational needs change.
• Commitment to BBBSTC’s mission, values, and culture of relationships, belonging, youth-centeredness, and continuous learning and improvement.

Physical Requirements

This position operates in a hybrid environment that includes office work and frequent presence in community and event settings. The role requires the ability to set up and break down outreach and tabling materials, including lifting, carrying, and transporting items up to approximately 40–50 pounds, with or without reasonable accommodation.

The position also requires extended periods of standing, walking, and engaging with the public at community events, as well as regular use of standard office equipment and technology such as computers, mobile devices, and phones.

About BBBSTC

Every young person deserves relationships, support, and opportunities that help them navigate their future with confidence and connection.

Big Brothers Big Sisters Twin Cities partners with youth, families, volunteers, schools, and communities to build mentoring relationships that help young people feel connected to themselves, their communities, and their futures. Through high-quality mentoring experiences, we support young people in exploring their identity, strengthening their support systems, and expanding what feels possible for their lives.

As one of the largest and longest-serving mentoring organizations in the region, BBBSTC serves thousands of youth and families each year across the Twin Cities metro. Our work is rooted in the belief that relationships matter—and that meaningful, consistent connection can have a lasting impact on a young person’s sense of belonging, well-being, and future trajectory.

We are committed to continuously evolving our programs, systems, and leadership to better serve our community and deliver measurable impact for youth and families.

• Mission: Create and support mentoring relationships that ignite the power and promise of youth.
• Values: Relationships • Belonging • Youth-Centered • Continuous Learning & Improvement.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes medical, dental, vision and pet insurance, employer-paid long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our 60+ employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA+ and White Bodied Accountability), and agency committees (Values in Action, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved. Candidates can apply online at bigstwincities.org/careers. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at [email protected]. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States. 

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow the BBBSTC (@bigstwincities.org) and Paylocity (@paylocity.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.