Executive Assistant
Saint Paul, MN
Job Description

College Possible is a growing nonprofit coaching students from low-income backgrounds to and through college to break the cycle of poverty and empower the next generation of leaders. Our model has earned national recognition: the inaugural Evergreen National Education Award recognized our leadership in increasing access to and success in college for students from low-income backgrounds. It also earns top-of-field results: a 2011 Harvard study found that the program more than doubles a student's chance of enrolling in a four-year college, and our students are four times more likely to become college graduates than their low-income peers. College Possible has a budget of $22 million, more than 130 full-time employees and more than 270 AmeriCorps and VISTA service members. During the 2018-19 school year, we will reach an estimated 25,000 students in all 50 states, at more than 90 partner high schools and at more than 350 colleges.

College Possible's growth and scaling strategy Catalyze holds the potential to reach tens to hundreds of thousands more low-income college students over the next decade. Through its Catalyze initiative, College Possible will build the capacity of colleges and universities to adopt and integrate its proven coaching model into their infrastructure to better support every low-income student on partner campuses. College Possible will train and support its post-secondary partners in hiring and managing near-peer coaches, thus leveraging high-quality existing staff to implement the College Possible model.

College Possible is committed to equity, diversity and inclusion, and seeks to build a diverse workforce to create impact in partnership with the communities we serve. We welcome a diverse pool of qualified applicants. For each of its positions, College Possible is mindful about what best serves our students, and seeks to hire staff with relevant experience, skills and aptitude, and a commitment to the power of education.

Headquartered in Saint Paul, Minnesota, College Possible also operates in Philadelphia, PA; Chicago, IL; Milwaukee, WI; Omaha, NE; and Portland, OR; and has Catalyze partnerships in Minnesota, Iowa and Ohio. We're joining forces with colleges to achieve a transformational impact: by 2021, we will partner with 400 colleges to reach 50,000 students.

To learn more, visit CollegePossible.org.

Basic Description

This position is responsible for providing administrative support to the President, Chief Operating Officer (COO), Chief Program Officer (CPO), and Vice President of Site Operations in implementing the strategic goals of the organization and interacting with the Board of Directors.

Essential Job Functions

Provide high touch administrative support for the daily work of the President, COO, CPO, and the Vice President of Site Operations including: Maintain Outlook calendars: schedule and reschedule internal and external meetings, board meetings and committee meetings. Make arrangements for travel and accommodations. Answer phones, take messages and return calls as needed. Develop and maintain a filing system for various documents including but not limited to grants, minutes, fundraising, agreements, contracts, leases, etc. Track expenses and prepare expense reports. Draft correspondence as requested. Special projects as assigned.

Provide administrative support to the President, COO, CPO, and Vice President of Site Operations for regularly scheduled internal meetings: Assist executive staff in preparing agendas for senior leadership team meetings, executive director meetings, and staff meetings. Maintain documentation from meetings as required. Prepare materials for internal meetings and maintain documentation of same. Assist in planning and execution of in-person SLT meetings, including hotel accommodations, social gatherings, refreshments, audio/visual, etc.

Manage National Office administrative needs, including: monitor inventory and order office supplies as needed, while carefully heeding expense budgets and organizational purchasing policies. Ensure that all calls and visitors to the National Office are greeted and cared for in a professional and courteous manner. Work as a team with administrative staff in MN office, to manage visitors and ensure coverage of reception. Work with Ops team to ensure professional presentation of the National Office.

Support National development team in providing administrative support for the Board of Directors, including: Provide back-up in scheduling Board and committee meetings and sending meeting notices. Learn how to maintain and post board-related documents using Board Effect software, and serve as back-up to development team. Set up/clean up Board and committee meetings as needed, including refreshments, audio/visual, etc.

Assist in the planning and execution of College Possible events: Support the Operations team in the planning of College Possible's Kick-Off orientation event. Collaborate across departments to compose project timeline and manage progress throughout planning process. Coordinate with external partners to reserve space, lodging, meals, etc. for traveling staff and AmeriCorps Members. Provide week-of support to make sure event timeline and logistics run smoothly.

Other duties as assigned.

Professional Requirements (Skills & Qualifications)

In addition to the requirements below, College Possible staff and service members are expected to demonstrate the Idealistic Leader traits of Strive to be Delightful, Energize those in your Presence, Keep Your Eyes on the Prize, Challenge Cynicism, Practice Empathy, Learn to be Grateful and Have Fun, as expressed in our organizational value statement and have a significant commitment to the mission of helping low-income students earn admission to college and persist toward degree completion.


  • Associates Degree required. Bachelor's Degree preferred.

Related Work Experience:

  • A minimum of 2 years of administrative assistant or executive assistant experience, in a fast paced business environment;
  • Nonprofit experience is a plus.

Computer/Software Skills:

  • Well-developed computer skills, including proficiency in Microsoft Word, Excel, PowerPoint, Outlook and other Office Suite programs as well as experience in database management, and other software systems. Comfort with and ability to quickly learn new technology tools.

Other Skills, Abilities and Requirements:

  • Openly communicates necessary information with accuracy in a timely manner;
  • Use Microsoft Office Suite to create written communication;
  • Maintains strict professionalism and confidentiality;
  • Demonstrates strong business writing skills;
  • Effectively listens and completely reviews documentation before commenting;
  • Communicates all information, opinions, and ideas in a positive and timely manner;
  • Demonstrates flexibility and adaptability to change;
  • Works collaboratively with the Operations Manager in supporting National Office;
  • Must be willing and able to work some evenings and weekends.


Salary commensurate with experience. Excellent benefits (complete health, dental, life, short-term and long-term insurance, 401(k) retirement plan and generous paid time off program).

To Apply Please apply at: http://collegepossiblelt.applicantpro.com/jobs/ Include a resume and cover letter.

Job Type Full-time