Executive Assistant + Special Projects Manager
City: Minneapolis, MN
WHAT WE DO
As a coaching and facilitation team focused on race and gender justice, we are taking our 25 years of combined experience and reaching out to work with a wide variety of nonprofits, foundations, corporations and individual leaders. We, both co-founders and principals, are looking for a new staff person to partner with us. Our Executive Assistant + Special Projects Manager will play the lead role in organizing and managing our workflow, special projects, priorities and calendars. We need your support to ensure we are using our time in strategic ways so that we have the energy and time required to develop our business and lead whole, healthy lives.
The Executive Assistant + Special Projects Manager will work primarily with both co-founders to keep their lives and Team Dynamics LLC on track. This person will occasionally partner with other staff and/or external parties to accomplish tasks.
PRIMARY RESPONSIBILITIES + EXPECTATIONS
Act as first point of contact with existing and prospective businesses, vendors, and relationships
Manage and prioritize high volume of incoming emails (ex. 50 emails/day)
Control access to co-founders through strategic scheduling of business and personal appointments
Provide optimal client experience by confirming all necessary details 48 hours of scheduled appointments
Book and arrange travel, transport and accommodations for co-founders and/or team
Manage and file business-related expenses and documentation
Tracking and sharing notes from team and client meetings
Conduct personal and business errands (ex. scheduling doctor’s appointments; picking up office supplies) and tasks needed to allow co-founders to focus on client and business development.
Assist in planning and executing company related events (ex. client appreciation parties)
Lead special company projects on behalf of the co-founders (ex. compare and contrast possible locations for a retreat)
Qualifications or requirements
IF YOU ARE (A)…
Personable – likes communicating by phone and over email (this doesn’t mean you have to be an extrovert, it means that you’ll be spending a lot of time on the phone and in email communicating with many different people each day)
Bossy – we need the person in this role to make sure we are meeting our own internal deadlines, we are practicing asking for what we need, we are really here for collaboration, clear and consistent communication and rely on our teammates to help hold us accountable – this person has total permission to firmly manage up to ensure we are meeting our commitments (to our families, to our team, to our clients, to each other)
Unflappable – some communications may feel high stress; we need a person committed to creative problem-solving, assuming best intent and communicating with generosity to teammates and clients.
Diplomatic – able to balance competing scheduling priorities and requests without compromising our client relationships or health as practitioners.
Guardian – we need a person who will organize and/or guard our schedules to meet as many client commitments as possible without sacrificing our health, balance and wellbeing
Commitment to Excellence – excellence is a very high priority for us; we do this work each day because we are genuinely passionate about the work we’re doing; we need each individual contributor on our time prepared actualize our values through our output
Mindful – ability to find the interdependencies in each activity and plan accordingly. For example, if we are taking a business trip we’d expect the candidate to not only secure airline tickets, but secure lodging, ground transportation in close proximity to the work site, and make dinner reservations at a nearby restaurant. We are trying to maximize our ability to do our work well and would like your help to make that goal a reality.
Team Player – our success is based on what we do together; we need someone who is comfortable and enjoys working with internal and external teams to meet deadlines and achieve goals. Each one of us is a leader, contributor, and follower depending on the task or project at hand.
Organized – our relationships with clients is our primary currency; we don’t want to drop the ball
Self-Aware – because our work is about upending the impacts of racism and misogyny at the structural levels, we want to work with folks doing their own development related to identity and culture and who want to talk openly as a team about the impacts of racism and misogyny on our bodies and within/among our team
AND MEET THESE QUALIFICATIONS…
Strong written and verbal communication skills in English – it’s important that there is not a pattern of written mistakes in emails or schedules
Proficient in Microsoft Office and Google Suite
Experience using phone and video conferencing platforms such as FreeConferenceCall.com, Zoom, Skype and Cisco Webex
Willingness to run errands within the Minneapolis-St. Paul metro area (We will provide mileage reimbursement or credits for Lyft)
Generally available, on the phone or in person, in the Twin Cities of Minneapolis-St. Paul, Mondays through Fridays 9:00 am – 5:00 pm with some evening and weekend availability. We are very flexible for caregivers who might need to provide rides, support, attend appointments or be available for caregiving.
Openness to working on a mixed race, mixed gender team. At Team Dynamics people of color and white folks, people across spectrums of masculinity and femininity, partner together to advance race/gender equity and build a world we can all be proud of. In this role you would support the two co-founders: one white woman, one Latinx man of color, both queer, both currently in our 30s.
People of color, Women, LGBTQIA2S (i.e. lesbian, gay, bisexual, transgender, queer, intersex, allied, Two Spirit) people are strongly encouraged to apply. We will not close the search until the candidate pool is 75% people of color
How to apply
Send an email to firstname.lastname@example.org, and include the following: – 2-3 paragraphs in the email (not attached, written in the body of the email) telling us why you are interested in this position and how you believe you meet the qualifications. By paragraph we mean a set of 3-7 sentences; we expect the length of the email to be no longer than 21 sentences. You will not receive more or less consideration because of a shorter or longer email. DO NOT send us a cover letter. In this process we are looking for someone that pays attention to detail and follows direction. If you send a cover letter, this will be considered not following directions.
– Resumé as an attachment (as a .doc, .docx or .PDF) OR link to your LinkedIn profile. We do not have a strong preference on which one. You will not receive special consideration for sending both. Our aim is to understand where you have worked before and the types of roles you have had. Maybe you’ve been a manager at a bar, maybe you’ve worked in customer service at a Target store, maybe you’ve been a longtime corporate administrative assistant, maybe you’ve just completed your VISTA year through an AmeriCorps program – we are open and interested in hearing from folks across the spectrum of experience and industry. Qualified applicants will receive a reply within five business days to schedule a conversation. Planned start date is Tuesday, July 23, 2019. Position open until filled. Start date flexible – can start into August.