Executive Assistant

Advent Talent Group is seeking an Executive Assistant to provide high-level support and serve as a key point of coordination for the CEO of a large-scale seasonal event and venue. This role operates at the intersection of executive operations, governance, and public engagement within a fast-paced environment characterized by seasonal workload fluctuations.

As the CEO’s “right hand,” this individual will manage board and governance coordination, confidential executive workflows and scheduling with exceptional judgment and discretion. The Executive Assistant will ensure seamless alignment between day-to-day priorities and long-term objectives, enabling the CEO to remain focused, prepared, and effective across all internal and public-facing initiatives.

Overview
Position Type: Direct Hire
Pay Rate:  $33.65 – $40.87 per hour (overtime eligible)
Location: On-site – St. Paul, MN

Responsibilities
Executive Support & Strategic Coordination

• Manage day‑to‑day administrative operations for the CEO, including coordinating logistics, scheduling, drafting executive correspondence and keeping systems organized through thoughtful process, records and file management.
• Drive strategic priorities by tracking goals and deadlines, managing special projects, and editing high-level presentations and reports.
• Provide front office support, managing incoming inquiries, and visitors while maintaining a calm, professional manner.
• Coordinate travel arrangements, program registrations, subscriptions and logistics for the CEO, staff, and board members.

Governance & Board Relations

• Partner with the CEO to support board governance, including planning and coordinating Board of Managers meetings, preparing agendas and materials, documenting minutes, and tracking follow‑up actions to ensure compliance and accountability.
• Serve as a liaison to board members, fostering professional, responsive relationships through coordinated communications, travel logistics, and a consistent, high‑quality board experience.
• Manage complex governance‑related activities and events, documentation, and board presentations, exercising sound judgment and discretion.

Event & Operations Management

• Lead the execution of annual governance summit for over 500 regional stakeholders and partner organizations.
• Manage specialized hospitality and operational logistics, including oversight of on-site support staff and related facilities, ensuring all board level accommodations and staffing needs are met during peak cycles.
• Optimize organizational processes through documentation, workflow improvements, and direct support of large-scale event initiatives.

Professionalism & Operational Agility

• Uphold the highest standards of confidentiality while managing sensitive information and ensuring seamless cross-departmental communication.
• Maintain poise and peak performance during high-intensity periods, demonstrating the flexibility to work extended hours and navigate a demanding seasonal schedule with limited time off.

Qualifications

• 5–7+ years of experience supporting a senior leader, executive, or board, preferably within a public-sector, nonprofit, or membership-based organization.
• Strong professional writing and editing skills paired with high proficiency in Microsoft Office Suite and project management software like Asana.
• Proven ability to work collaboratively to ensure smooth information flow.
• Ability to navigate competing, fast-paced priorities with grace and composure.
• Exceptional communication skills with a professional, respectful, and tactful approach when interacting with people at all levels across the organization and with external stakeholders.
• Strong organizational, independent problem-solving and time-management skills with the ability to balance detailed tasks against the “bigger picture” and organizational priorities.
• Proven ability to exercise initiative, sound judgment, and the highest level of discretion when handling confidential or sensitive information.
• Ability to work extended hours and daily shifts during peak seasons, including extended days and periods with no days off.

Comprehensive Benefits Package:

• Medical, Dental, and Vision Insurance
• Paid vacation and sick time
• Pension plan
• Short‑ and long‑term disability
• Employer‑paid basic term life insurance
• Optional additional life insurance and child life insurance
• Employee and spouse accidental death & dismemberment (AD&D) insurance
• Pre‑tax savings options (medical/dental, dependent care, and transit/parking)
• Employee Assistance Program (EAP)
• Employee development opportunities

Advent Talent Group is an Equal Opportunity Employer
Advent Talent Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.