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