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Executive Assistant & Special Projects Coordinator

 

Executive Assistant & Special Projects Coordinator

The Coalition of Asian American Leaders (CAAL) envisions a just and joyful future where all Minnesotans, regardless of background, have the power to shape decisions that affect us and can live with dignity in thriving and caring communities. CAAL is a network of Asian American leaders whose mission is to harness our collective power across ethnicities, age groups, and sectors to improve the lives of communities by connecting, learning, and acting together. We believe our democracy thrives when all communities are visible, included, and fully engaged in key systemic decisions that impact our lives. We embrace the diversity of our community and believe that if we can work together, moving beyond silos, we help ensure a more prosperous future for all Minnesotans.

We are seeking an Executive Assistant and Special Projects Coordinator to support the Network and Executive Director and manage emerging projects.

POSITION DESCRIPTION

The Executive Assistant and Special Projects Coordinator is responsible for performing a wide range of complex, confidential, and strategic support to the Executive & Network Director, Leadership Team, and the Board of Directors. The Executive Assistant and Special Projects Coordinator is also responsible for managing, coordinating and carrying out special projects at CAAL. The Executive Assistant and Special Projects Coordinator needs to be organized, productive, resourceful and reliable, and bring great respect, collegiality and community to the work and position.

This is a full-time non-exempt position. The Executive Assistant and Special Projects Coordinator reports directly to the Executive & Network Director and is a member of the staff team. This position requires travel and work outside of normal business hours, and on occasion the ability to lift things over 20 pounds.

RESPONSIBILITIES

Executive Assistant (50%):

  • Manage the Executive & Network Director’s and Board calendars, organizing meetings and prioritizing invitations
  • Maintain and monitor an annual calendar of actions, activities, reports, meetings, and deadlines related to the Executive & Network Director’s key responsibilities
  • Assist the Executive & Network Director in preparing program materials, policy, research and analysis, and related executive, strategic and program activities
  • Answer requests, manages the Executive & Network Director’s appointments, coordinates arrangements for meetings, gatherings and conferences, and manages travel schedules
  • Draft, gather, or edit correspondence, letters, emails, and other documents on behalf of the executive and network director and Board 
  • Represent CAAL, on behalf of the executive and network director, as appropriate

Board Support (20%)

  • Provide executive support to the Board of Directors and the Leadership Team including scheduling, preparing meeting packets and minutes
  • Maintain, updates, and distributes confidential, secure documents related to the Executive and Network Director, Board of Directors, and Leadership Team
  • Serves as CAAL’s administrative liaison to CAAL Board of Directors, maintaining discretion and confidentiality in relationships with all board members
  • Takes minutes at Board committee meetings

Special Projects (30%)

  • Manage, coordinate and execute CAAL’s special projects
  • Manage the budget and related funds of special projects
  • Track and monitor special project implementation plans
  • Work with staff and a variety of stakeholders to implement special projects and document outcomes and lessons of special projects
  • Conduct inquiries and research as necessary to learn about topics/issues

EXPERIENCE & QUALIFICATIONS

  • 3+ years of experience managing projects, including planning, development and implementation, evaluation etc.
  • Demonstrated commitment to learning and applying new tools and techniques to meet team and organizational goals
  • Outstanding written and verbal communication skills, excellent organizational skills, careful judgement, and an enterprise leadership perspective
  • Ability to manage change, work under pressure, manage multiple projects simultaneously both strategic and tactical
  • Ability to interact effectively with initiative, diplomacy, and discretion with a wide variety of internal and external individuals
  • Ability to identify and resolve problems in a timely manner, gather and analyze information skillfully and maintain confidentiality

ADDITIONAL QUALIFICATIONS CONSIDERED

  • Bilingual fluency in other Asian languages
  • Strong knowledge of Asian American communities and their needs, especially in Minnesota
  • Strong commitment to social justice, civic leadership and community building

ALIGNMENT TO THE MISSION AND CULTURE OF CAAL

  • Commitment to CAAL’s vision, mission, and core values
  • Personal qualities of humility, resourcefulness, self-reflection, creativity, and a sense of humor
  • Uses good judgment in the best interest of CAAL when dealing with multiple leaders and stakeholders
  • Action-oriented and proactive problem-solver who can work well independently and in teams

REPORTS TO: Executive and Network Director

SALARY & BENEFITS: This is an exempt position with a salary range of $50,000-$60,000. CAAL offers all employees full health, vision, and dental coverage, workers comp, long-term disability, basic life insurance, a 401K retirement plan, 10 days of holiday, and generous paid time off.

LOCATION: Saint Paul, MN

HOW TO APPLY: Please email a cover letter highlighting your interest and fit for the position, and attach your resume to hr@caalmn.org. Please include “Executive Assistant & Special Projects Manager” in the subject line. 

Applications accepted on a rolling basis until Friday, November 11, 2022.

CAAL is an equal opportunity employer. CAAL provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

We celebrate our rich diversity and are committed to creating an inclusive environment for all employees.