Executive Assistant

Department: Administration
Location: Minneapolis, MN (Hybrid)
Employment Type: Full-time, Exempt
Reports To: CFO

Direct Reports: None

About Special Olympics Minnesota (SOMN)

SOMN (Special Olympics Minnesota) is a chapter of the worlds largest organization advocating for the advancement and inclusion of people with intellectual disabilities, and through current sports, health, and leadership programs engaging people with and without disabilities, provides a positive impact for Minnesotans of every age and every ability.

Position Summary

The Executive Assistant provides high-trust, high-velocity support to SOMNs executive leadership while owning all aspects of Board of Directors administration. This role coordinates the annual board calendar, prepares and distributes board/committee materials, records minutes, tracks follow-ups, and maintains governance records to ensure timely, compliant, and confidential board operations that enable strategic decision-making. It also delivers best-in-class executive support and cross-org coordination.

Key Responsibilities

Board of Directors Management (Primary)

• Own the annual board & committee calendar, including meeting scheduling, logistics, technology, room setup, remote access instructions, and confirmations.
• Assemble and distribute board packets (agendas, reports, dashboards, draft minutes, consent agenda, resolutions) on deadline; coordinate contributions from executive leadership and content owners (Finance, Development, Programs, etc.).
• Draft meeting agendas with exec leadership; track materials readiness; circulate pre-reads; post final packets; manage last-minute updates with precision.
• Record and finalize minutes (Board and committees), capture motions and votes, and manage action-item tracking through completion.
• Safeguard confidentiality (e.g., executive transition items, personnel matters); manage controlled distribution lists; enforce need-to-know permissions.
• Maintain governance records and the Board Manual contents (board calendar, member directory, job descriptions/commitments, committee charters, bylaws, org chart, policies).
• Onboard new directors (orientation logistics, binder/portal setup, bios, conflict-of-interest forms, policy acknowledgments) and coordinate annual board development and evaluations.
• Coordinate committee workflows (Executive, Finance, Governance/Development, and others) scheduling, agendas, minutes, and document readiness.
• Partner on content quality: ensure financial narratives, mission dashboards, and strategy updates are accurate and aligned across departments before distribution.
• Maintain up-to-date certificates of insurance for all relevant vendors, contractors, and organizational activities. Ensure compliance with organizational and legal requirements, and coordinate renewals or updates as needed.
• Serve as the primary point of contact for building management, addressing facility-related needs, coordinating maintenance requests, and ensuring a safe and functional work environment for all staff.
• Oversee relationships with office vendors and service providers, including contract management, performance evaluation, and issue resolution. Ensure vendors meet organizational standards.
• Collaborate with the designated office budget owner to track, manage, and report on office-related expenditures. Support the development of annual office budgets and monitor spending to ensure alignment with organizational policies and financial goals.
• Other duties as assigned.

Cross-Organizational Coordination

• Collect updates from leaders across SOMN (Finance, Development, Schools, Health, Marketing, Events) to build integrated board packets and executive briefings.
• Manages and handles SONA accreditation.
• Support staff/management meeting content where board-linked topics (strategy previews, dashboards) are dry-run or socialized ahead of board sessions.
• Act as the primary liaison between staff and IT support, coordinating technology needs, troubleshooting issues, and facilitating communication with IT and Facilities teams. Ensure that all organizational meetings and events have the necessary technology resources and support for seamless operations.

Governance, Policy…