Administrative & Executive AssistanceExecutive Support
About the job
Requirements
At least 1-2 years of experience in a similar role, ideally within a nonprofit or museum setting.
Strong written and oral communication skills.
Experience managing multiple projects at once.
Experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, and SharePoint, and the ability and interest to learn new tools.
High standards of professionalism, judgment, and diplomacy.
Problem-solving skills, organization, and systems thinking.
Commitment to diversity, equity, inclusion, and accessibility.
Ability to maintain confidentiality in all matters.
Ability to stand, walk, sit, use hands to handle or feel objects, tools, or controls, reach with hands and arms, climb stairs, talk, and hear; occasionally lift or move office products and program supplies up to 25 pounds, move over uneven surfaces, and lift objects overhead.
Responsibilities
Provide administrative support to the executive leadership team through calendar management, note-taking, expense reports, mail handling, travel arrangements, and invitations.
Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
Maintain physical and digital filing systems so documentation is organized and accessible.
Assist the leadership team in preparing for meetings with key stakeholders.
Maintain and update detailed CEO and donor meeting notes in the Altru CRM system.
Serve as the primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
Coordinate, schedule, and organize Board of Trustees and committee meetings, including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
Support Board and Committee meeting and event logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, and digital technology for hybrid participation.
Facilitate hybrid and Zoom meetings.
Ensure compliance with the organization’s bylaws, governance policies, and regulatory requirements.
Provide recordkeeping, documentation, and web portal management for board activities, including drafting correspondence and reports.
Provide training and support for new board and committee members on ASI Board SharePoint.
Handle confidential information with discretion and professionalism.
Perform other duties within the position’s scope as needed or required.
Demonstrate a commitment to diversity, equity, accessibility, and inclusion through ongoing personal development, inclusive behavior, and proactively managing personal bias to help cultivate an inclusive and welcoming staff culture.
Work independently and collaboratively with staff to ensure equitable and representative experiences for visitors and program participants.
Desired Qualifications
Ability to speak Swedish.
Genuine interest in Nordic and Swedish culture.
Description
JOB DESCRIPTION:
Division/Department: Administration
Reports to: CEO/President
Compensation: $22.50-$27.00/hour
Grade: 6
Educational Requirement: None
Exempt or Nonexempt: Non-Exempt
Hourly or Salaried: Hourly, Part-time
Hours Per Week: 15-20 hours per week
Hybrid or On Site: Onsite (occasional work from home)
Language proficiency: English. Proficiency/familiarity with another language is a plus but not required
Schedule: Varies. Typical daytime hours 9-5 and Board meetings held monthly 4-6 pm.
POSITION SUMMARY:
The Executive Assistant/Board Liaison is responsible for coordinating administrative duties for the executive leadership team and coordinating all Board of Trustees’ activities.
ESSENTIAL DUTIES & RESPONSIBILITIES
EXECUTIVE ASSISTANT
Provide administrative support to the executive leadership team with calendar management, note taking, expense reports, mail handling, travel arrangements, and invitations.
Coordinate meetings for the executive leadership team and internal and external attendees, including managing attendees, preparing materials, and setting up meeting spaces.
Maintain both physical and digital filing systems to ensure documentation is organized and accessible.
Assist the leadership team in preparing for meetings with key stakeholders.
Maintain and update detailed CEO/donor meeting notes in Altru CRM system
BOARD LIAISON
Serve as primary point of contact between the board, its committees, and staff, ensuring timely communication and follow-up on board inquiries, actions, and decisions.
Coordinate, schedule, and organize Board of Trustees meetings and Board committees (around 30 meetings annually, with 6-7 full board hybrid meetings and committees that meet virtually) including preparing and distributing agendas, minutes, reports, and meeting materials in a timely manner.
Support Board and Committee meetings and events logistics, including room preparation, name tents, hospitality, seating arrangements, catering orders, digital technology for hybrid participation.
Facilitate hybrid meetings and Zoom meetings
Ensure compliance with organization’s bylaws and governance policies and regulatory requirements.
Provide recordkeeping, documentation, and web portal management for board activities including drafting correspondence and reports.
Provide training and support for new board members and committee members on ASI Board Share Point.
Handle confidential information with discretion and professionalism
Perform other duties as needed or required which are within the position's scope.
Diversity, equity, accessibility, and inclusion (DEAI) are core functions of all positions at the American Swedish Institute. While some roles may have more specific responsibilities, the items below are a part of everyone's responsibilities:
Demonstrate a commitment to DEAI through continuous personal development, modeling inclusive behaviors, and proactively managing personal bias to help cultivate and promote a culture of inclusivity and belonging for all staff.
Proactively work on your own and collaboratively with other staff to ensure equitable and representative experiences for all visitors and program participants.
Requirements
POSITION REQUIREMENTS:
At least 1-2 years of experience in a similar role, ideally within a non-profit or museum setting
Strong communication skills—both written and oral
Collegial and collaborative workstyle and thriving in team environments
Experience managing multiple projects at once
Strong experience with office, project management, and communication platforms, including Zoom, Microsoft Outlook, Teams, SharePoint, with the digital savvy and interest to pick up new tools
A self-starter attitude that helps you excel in fast-paced situations.
High standards of professionalism, judgment, and diplomacy
Excellent problem-solving skills, organization, and systems thinking
A commitment to diversity, equity, inclusion, and accessibility
Ability to maintain confidentiality in all matters
Preferred
Ability to speak Swedish
Genuine interest in Nordic and Swedish culture
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must occasionally lift or move office products and program supplies, up to 25 pounds, move over uneven surfaces and lift objects overhead.
The above statements are intended to describe the general nature and level of work performed by the staff member assigned to this position. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
WHO WE ARE AND WHAT WE DO:
The American Swedish Institute (ASI) is a gathering place for all people to share experiences around themes of culture, migration, the environment, and the arts, informed by enduring links to Sweden. The American Swedish Institute and the historic Turnblad Mansion have been mainstays for cultural education and engagement in Minneapolis since 1929.
OUR MISSION:
The American Swedish Institute’s mission is to inspire curiosity, embrace creativity, and grow community by exploring the past, present, and future of Swedish Culture.
OUR VALUES:
Stewardship - We embrace the legacy of stewardship given to us in the Turnblad Mansion, Nelson Cultural Center, and our collections.
Hospitality - We invest in our role as a welcoming and joyful place for all people and foster authentic relationships with communities local, national, and international.
Learning - We offer transformational, varied learning experiences by providing platforms for reflection, participation, collaboration, and the exchange of ideas.
Difference - We honor variation and interconnections among cultures and histories, engaging with the complexities, creativity, and consequences of their interactions.
Innovation - We create innovative programs, collaborations, and experiences that embrace beautiful design and encourage new ways of thinking.
Sustainability - We embody our social and environmental responsibilities through programs, facilities, and operations that sustain the well-being of our organization, communities, and the natural world.
EQUAL OPPORTUNITY EMPLOYER:
The American Swedish Institute provides equal employment opportunities for all persons regardless of age, race, color, religion, creed, national origin, marital status, familial status, sex, gender identity and/or expression, pregnancy, sexual orientation, disability, veteran status, genetic information, status with regard to public assistance, or any other characteristic protected under federal, state, or local law. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.