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Greater Minnesota Housing Fund has one job openings for an Administrative Assistant. Please check back regularly for new job openings.

Administrative Assistant

Position Profile

Greater Minnesota Housing Fund seeks to fill the position of Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing direct support to our executive assistant, assisting in daily office needs and assisting with the company’s general administrative activities.

Position Responsibilities

Provide direct support to the Executive Assistant for a range of administrative tasks. This person must thrive in a fast-paced environment with the ability to accurately and quickly produce results.

General Organizational Support

  • Supply management and ensuring the office is in an orderly state
  • Ordering meals for staff meetings and miscellaneous events
  • Interface with clients, customers, and partners through incoming calls
  • Preparation of letters, memos, minutes, emails, and correspondence as assigned
  • Weekly mail sorting and distribution (minimum of 2 days per week)
  • Utilization of digital signature platforms for contracts, board minutes and resolutions, and other materials as requested
  • File and documentation support
  • Upkeep of tracking lists for various GMHF functions
  • Assist with quarterly staff internet safety training
  • Assist in gathering materials for annual renewals and audits
  • Maintain confidentiality in all aspects of the firm’s dealings and working relationships

Meeting Support

  • Outlook Email and Calendar Management including creating and updating meeting and GMHF reminders, creating mail merges, use of hyperlinks, mass communications
  • Knowledgeable in scheduling and facilitating Zoom and Teams meetings including screen sharing
  • Creation of accurate and detailed meeting minutes for all Board and Board Committee meetings
  • Creation of PDF meeting packets including merging documents and editing within Adobe
  • Attending all Board and Committee Meetings to screen share the meeting packets in Zoom and Teams

Finance Support

  • Invoice entries, expense reporting, and credit card reconciliations
  • Accurate input of new or updated vendor and payment information

Grant Management Support

  • Accurately input grant recipient information in database
  • Create grant agreements and ensure agreements are signed and filed appropriately
  • Creation of grant disbursements

Other duties as assigned

 

Minimum Experience Required

  • 1 year of taking and writing board minutes
  • 2 years’ experience with Outlook, specifically calendar management, comparison of schedules for meetings, mail merges, set up of meetings with Zoom and Teams
  • Proficient experience with Microsoft Excel, specifically creating, editing, and formatting of tables and formulas (sumif, total, vlookup etc..)
  • Proficient experience with Microsoft Word, including creating, editing, and formatting of documents and tables
  • Proficient experience with Adobe Pro including combining and removing pages, editing within the document, creation of fillable forms, signature blocks

Desired Professional Qualifications

  • High School Diploma, GED or equivalent
  • Minimum 3 years’ experience as an administrative assistant with knowledge of administrative and clerical procedures and systems
  • Knowledge of Board of Directors meeting preparation and minute writing
  • Proven ability to handle high-volume of priorities
  • Able to assume standard responsibilities for prioritizing work, taking initiative to produce routine work products, as well as completion of special projects and assignments
  • Outstanding proficiency in Microsoft Office and Adobe required, specifically Microsoft Outlook email and contact management, Word, Excel, PowerPoint, and Adobe PDF editing and strong skills relating to the latest applicable software and technology
  • Experience in business writing, editing, including grammar, punctuation, and business writing etiquette, to prepare professional documents, reports, manuals, proposals, spreadsheets
  • Must possess excellent interpersonal, verbal, and written communications skills
  • Ability to work collaborative within the organization

Desired Personal Qualifications

  • Ability and desire to work as part of a team in a collaborative and collegial environment that places a high value on work excellence and in meeting or exceeding mutual expectations for excellence
  • Supportive of peers, subordinates, and superiors, respectful and considerate of others, willing to assist others as needed
  • High energy, flexibility, and drive to work in an entrepreneurial organization
  • Comfort working in an organization with evolving priorities and changing responsibilities and changing responsibilities

Equity and Inclusion

Greater Minnesota Housing Fund believes racial equity in housing improves life outcomes of individuals and families in areas of health, employment, educational attainment, income, and intergenerational wealth.  We believe equitable access to safe and affordable housing is critical to moving to parity in housing, health, employment, income, and other areas of life. We are committed making investments in emerging market communities to create a more equitable housing landscape.

To Apply Contact
Alexis Lancaster
Executive Assistant
alancaster@gmhf.com

Click here to download the Administrative Assistant position description.

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