Executive Assistant

Position Overview

Are you highly detail-oriented? Do you love making things run seamlessly? Are you skilled in executive support and excited about putting those abilities to work in a mission-driven environment?

The University of Minnesota's Institute on the Environment (IonE) is an interdisciplinary center that advances sustainability through collaborative research, leadership and education programs, and public-interest storytelling. We are seeking an Executive Assistant-a key role that provides high-level support to IonE's executive director and strategic initiatives. This is a temporary six-month appointment with the possibility of transitioning into a continuing role.

Who We're Looking For

The Executive Assistant provides high-level administrative and strategic support to the executive director, ensuring seamless day-to-day operations and enabling effective leadership. This role also supports the External Advisory Board, Faculty Leadership Council, and leadership team as needed.

Success in this position requires a deep understanding of executive-level support, including:

• Managing complex schedules, high-stakes communications, and sensitive information with discretion and confidentiality.
• Anticipating needs and proactively addressing challenges in a fast-paced, high-visibility environment.
• Optimizing operational efficiency while balancing competing priorities with professionalism and sound judgment.

We are looking for someone who:

• Considers themselves a career executive assistant with refined skills in high-level support roles.
• Thrives in executive environments and is dedicated to optimizing leadership-level operations.
• Demonstrates exceptional attention to detail, adaptability, and problem-solving skills, particularly in scheduling, relationship management, and executive decision-making support.
• We particularly encourage applications from individuals from groups underrepresented in environmental work and academia, as their perspectives will help broaden IonE's engagement with interconnected topics, issues, and organizations related to sustainability and the environment, strengthening our ability to foster inclusive, interdisciplinary collaboration and drive impactful sustainability solutions.

Why You'll Love This Role

You'll be at the heart of IonE's leadership, ensuring the executive director's work is strategic, seamless, and impactful. You'll have a front-row seat to high-level decision-making and the opportunity to engage with faculty, external advisors, and leaders driving interdisciplinary environmental and sustainability work forward.

If you:

• thrive in a fast-paced environment,
• excel at anticipating needs,
• and take pride in building structure and efficiency at the executive level,

... then this role offers a unique opportunity to make a meaningful impact on IonE's mission. Your work will ensure that leadership efforts are well-coordinated, priorities stay on track, and key initiatives move forward smoothly.

• Salary Range: $24.08.hr - $27.56/hr
• Location: This position has been designated as Work Profile 2, meaning the incumbent is expected to work in the office more than 50% of the time. In practice, this generally translates to working from the office approximately four days per week. The position is based on the St. Paul campus, and the incumbent must reside locally; relocation funds are not provided.

On-Site Presence & Engagement: Regular in-office presence is essential for:

• Building strong relationships with staff, stakeholders, and leadership.
• Understanding the organizational landscape and being responsive to emerging priorities.
• Facilitating effective communication and ensuring alignment on key initiatives.

This role requires a high level of engagement with internal and external partners, making an on-site presence critical to success. A mutually agreed-upon schedule will be established and is expected to be maintained. Flexibility is available, but schedule adjustments require advance notice.

KEY RESPONSIBILITIES

• Executive Support (50%): This role provides high-level administrative, logistical, and strategic coordination support to the executive director, ensuring their time, priorities, and commitments are effectively managed. As a direct representative of the executive director and IonE, the individual in this position must demonstrate professionalism, discretion, and strong communication skills. Trust is paramount-this role requires integrity, confidentiality, and sound judgment. The executive director must be able to rely on them to handle sensitive matters with care, make informed decisions aligned with IonE's values, and serve as a trusted gatekeeper and strategic partner.
  • Executive Support & Scheduling: Serve as an executive assistant to the IonE executive director, managing high-level scheduling, email correspondence, and strategic communications.
  • Daily Briefings & Calendar Management: Provide daily overviews of the executive director's schedule, including meeting times, locations, key attendees, and necessary preparations. Proactively manage and prioritize the calendar to ensure alignment with institutional priorities and stakeholder needs, while anticipating and resolving scheduling conflicts to maintain smooth and efficient operations.
  • Meeting Preparation & Follow-Up: Prepare dossiers and briefing materials for high-profile meetings and ensure timely follow-ups on executive correspondence, determining appropriate responses, referrals, or actions for time-sensitive matters.
  • Travel & Logistics Coordination: Oversee travel arrangements for the executive director, including bookings, itineraries, and expense reimbursements.
  • Strategic Problem-Solving: Take a solutions-oriented approach, identifying potential challenges and presenting thoughtful, actionable solutions to the executive director.
  • Event & Retreat Coordination: Organize and manage logistics for leadership retreats and strategic planning sessions, ensuring seamless execution.
• Strategic & Administrative Coordination (25%): This role ensures that the executive director's internal & external engagements, strategic initiatives, and development-related activities are well-coordinated, effectively communicated, and aligned with IonE's mission.
  • Strategic Engagement & Outreach: Track, coordinate, and support the executive director's strategic engagement activities, ensuring outreach efforts are well-planned, effectively executed, and aligned with institutional goals.
  • Stakeholder & Relationship Management: Maintain an active tracking system for follow-ups and key relationships, ensuring external partners, donors, and stakeholders receive timely responses and updates.
  • Internal Communication & Alignment: Ensure the executive director's outreach and public engagement efforts are effectively communicated to internal teams, keeping staff informed of major initiatives and key institutional connections.
  • Event Coordination & Executive Presence: Support the planning and execution of IonE-wide events, including the IonE Annual Meeting and other engagements where the executive director plays a key role. Provide on-site logistical support for executive and stakeholder meetings as needed.
  • Administrative Systems & Workflow Optimization: Develop and maintain efficient systems for executive-level administrative workflows, ensuring key tasks are completed on time and nothing falls through the cracks.
  • Deadline & Logistics Management: Proactively manage timelines, ensuring all logistical details, documents, and administrative tasks are completed ahead of deadlines.
  • Special Projects & Organizational Support: Assist with special projects and initiatives, helping to streamline operations and enhance organizational effectiveness.
• Advisory Board Support (20%): This role serves as a key logistical liaison for IonE's External Advisory Board (EAB) and Faculty Leadership Council (FLC), ensuring these important groups are well-supported and that their work aligns with IonE's priorities. The person in this role must work proactively to manage scheduling, communications, and meeting logistics, ensuring that all materials and preparations are completed in a timely and organized manner.
  • Meeting Scheduling & Coordination: Work closely with EAB and FLC leadership to establish and maintain a yearly calendar of meetings, ensuring dates are scheduled well in advance.
  • Agenda & Materials Preparation: Proactively coordinate and distribute agendas, background materials, and meeting documents in a timely manner.
  • Logistics & Meeting Support: Arrange meeting logistics, including reserving space, setting up Zoom/teleconferencing, and organizing catering/refreshments as needed.
  • Board Communication & Engagement: Maintain seamless communication with board members, keeping them informed about upcoming meetings, materials, and action items.
  • Meeting Attendance & Action Tracking: Attend all advisory board and council meetings to stay informed on key discussions, decisions, and priorities. Ensure that action items are accurately tracked and followed up on.
  • Travel & Expense Management: Manage travel arrangements for board members, including flight, hotel, and transportation reservations, and process reimbursements.
  • Board & Council Transitions: Oversee the replacement, recruitment, and onboarding of new board and council members, coordinating with appropriate parties.
• Continuous Learning & Professional Growth (5%): IonE values continuous learning and professional development. This role is expected to stay current on best practices in executive support and apply new insights to improve workflow efficiency and effectiveness.
  • Stay Informed & Bring Insights Back: Keep up with evolving best practices in executive support, operations, and stakeholder engagement, sharing relevant insights with the team.
  • Optimize Executive Operations: Continuously seek opportunities to improve efficiency in executive operations, workflow management, and coordination.
  • Professional Development & Growth: Pursue ongoing learning and development opportunities that enhance expertise and contribute to IonE's mission.

Required Qualifications

• High School Diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience required. Administrative or executive assistant experience required.
• Proven expertise in executive support, scheduling, and professional communications.
• Ability to manage up-anticipating needs, proactively problem-solving, and ensuring leadership effectiveness.
• Exceptional attention to detail, time management, and confidentiality.
• Strong interpersonal skills, with the ability to work diplomatically across various levels of an organization.
• High proficiency in Google Suite and other office technologies.
• Ability to work effectively with diverse teams and stakeholders.

Preferred Qualifications

• Experience as an Executive Assistant to senior leadership or C-suite executives.
• Experience in higher education, research institutes, or mission-driven organizations.
• Strong emotional intelligence and intercultural competency-able to navigate diverse perspectives with tact and inclusivity.
• Background in event planning, high-level stakeholder engagement, or donor relations.
• Project management skills and experience with workflow optimization tools.

The University of Minnesota's Institute on the Environment (IonE) is a nationally recognized interdisciplinary institution that works to advance sustainability through collaborative research, leadership and education programming, and public-interest storytelling and communications.

Pay Range: $24.08.hr - $27.56/hr; depending on education/qualifications/experience

Time Appointment: 100% Appointment, 6-month temporary appointment with the potential to transition into a continuing appointment

Position Type: Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

MORE IMPORTANT INFORMATION ON HOW TO APPLY: Applications received by Sunday, March 16th will be given priority review. The application period will close on Thursday, March 20th.

To apply, please submit a resume and a cover letter that highlights the skills and experience that directly align with the duties and qualifications outlined in this position description. In your cover letter, we encourage you to provide specific examples of how your expertise and past experience have prepared you to excel in this role.

Applications will be reviewed based on how well candidates demonstrate their ability to meet key responsibilities and qualifications, as well as the professionalism reflected in their application materials. Incomplete application packages will not be considered.

Applicants are encouraged to indicate their pronouns in their materials. Questions or barriers to applying? Email ione@umn.edu. We recognize applying takes effort, and we look forward to reading and reviewing your materials.

Expected Interview & Selection Process: The top 5-7 candidates will be invited to an initial interview with the supervisor for this role. Following the initial interviews, 2-3 candidates will be selected to advance to the next stage, which includes:

• Completing three brief skills assessment tasks to evaluate key competencies required for the position.
• Providing 4-5 references who will be asked to complete a skills survey on behalf of the candidate.
• Selected finalists will then participate in a second formal interview with the executive director and the supervisor of this role.
  

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).