Administrative & Executive Assistant

Admin · Saint Paul, Minnesota
Department Admin
Employment Type Full-Time
Minimum Experience Mid-level

Job Purpose:  To provide essential support to the Executive Director/CEO, the Chief Operating Officer, the Chief Financial Officer, and the daily operations of Tree Trust, thereby being instrumental in achieving our mission to transform lives and landscapes by engaging youth and young adults to build skills for meaningful careers, achieve family-supporting skilled trade, green careers to create economic opportunity and equity while making our community a greener, healthier place to live.

 

Job Summary:  The Administrative & Executive Assistant provides administrative, reception and general office support to our Executive Director/CEO, the other members of our Executive team, and our Energy Park office operations. 


Tree Trust actively seeks to build a staff that reflects the diversity of the population and community it serves, and that’s why we strongly encourage people of color to apply. 


We are proud to be an Equal Opportunity Employer.


Essential Functions


Office Administration:

  • Provide customer service at the front desk and by phone as the organization’s initial point of contact, responding to and forwarding emails and calls, greeting and directing visitors, and diplomatically managing public inquiries.
  • Carry out clerical functions including distributing mail and deliveries, coordinating bulk mailings, and database entry.
  • Maintain cleanliness and supplies for conference rooms, kitchen, and work room; ordering and putting away supplies when needed.
  • Provide administrative or project support to other program areas and departments as needed.
  • Orchestrate and manage special projects as requested. 

 

Executive Assistant Duties:

  • Manage the Executive Director’s schedule including scheduling meetings and conference calls, calendar coordination, travel arrangements, and call screening.
  • Represent the Executive Director in a professional manner to external/internal constituents, professional colleagues, board members, etc., efficiently directing inquires.
  • Prepare for board meetings (six per year) including meeting invitations and RSVPs, materials, refreshments, and room set up.
  • Professionally interact with Board members.
  • Assist with other Board communications and functions as requested.
  • Create and edit various documents including general correspondences, presentations, memos, charts, tables, graphs, etc., proofreading for spelling, grammar and layout and making appropriate changes.
  • Exercise discretion and confidentiality with sensitive Board, Donor and company information.
  • Assist the Chief Operating Officer and Chief Financial Officer as requested.

 

 Participant Service Requirements:

  • When front desk/reception duties require it, communicate with participants and families under sometimes stressful circumstances.
  • Respond to crisis situations with composure and empathy.
  • In the course of regular duties, as required, provide customer service to participants with all types of employment barriers, including participants with criminal records and substance abuse issues.

 

 Qualifications Required:

  • Associates degree and two years of administrative support experience required.
  • Advanced knowledge and proficient in Microsoft Office suite including Word, Excel, PowerPoint as well as Microsoft Teams.
  • Ability to pass a background check.

 

 Skills Required:

  • Excellent organizational skills and the ability to manage multiple projects.
  • Proficiency in using Microsoft Office Suite and general office equipment.
  • Superior customer service.
  • Strong core values and an ethical approach to work.
  • Strong written and verbal communication skills.
  • Ability to prioritize tasks while being thorough and detail oriented.
  • Ability to effectively communicate, present information and respond to managers, employees, customers, and clients in an intelligent, clear, concise, professional, and grammatically correct manner.
  • Excellent time management skills.
  • Exceptional organizational skills with an ability to think proactively and prioritize work.

 

Work Environment:  — office environment.


Physical demands— Ability to lift 30 lbs. and sit for long periods.  Ability to bend and reach.


What You Will Get from This Role:

  • Excellent benefits package includes PTO, retirement, health, dental, life, and other voluntary insurance.
  • Collaborative, supportive, productive yet fun work culture that one department leader described as “the best team I’ve ever worked with” (and they had spent their career in orgs like ours!). In a recent employee survey 100% of respondents reported that their "co-workers treated them with respect.” 
  • Opportunity to work collaboratively, in a supportive environment, while also having appropriate autonomy and freedom to make decisions, create processes and systems, and take initiative.



 

 

 

Thank You

Your application was submitted successfully.

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

  • Location
    Saint Paul, Minnesota
  • Department
    Admin
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level