Guiding Star Wakota is hiring: Executive Assistant in West Saint Paul

Overview

Job Posting: Part-Time Executive Assistant

Organization: Guiding Star Wakota

Schedule: Part-Time (20 hours per week)

Compensation: Starting at $24/hour, commensurate with experience

Reports to: Executive Director

FLSA Status: Exempt

Last Updated: August 21, 2025

About Guiding Star Wakota

Guiding Star Wakota is a Catholic, pro-life, faith-based organization committed to providing holistic, life-affirming care for women and families. We support physical, emotional, spiritual, and social needs with compassion and integrity, in alignment with the teachings of the Catholic Church.

Position Summary

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant to support our Executive Director. This individual will play a key role in ensuring operational efficiency by managing schedules, coordinating meetings, maintaining board-level documentation, and handling sensitive communications with discretion and professionalism. This is an ideal role for a mission-driven administrative professional who thrives in a fast-paced environment and excels in juggling multiple priorities with grace and precision.

Responsibilities

Executive Support

• Manage the Executive Director’s calendar and schedule meetings across time zones.
• Monitor and respond to emails on behalf of the Executive Director.
• Draft, proofread, and send professional correspondence.

Scheduling & Coordination

• Coordinate virtual and in-person meetings using platforms like Calendly and CalendarWiz.
• Manage logistics for appointments, events, and follow-ups.

Office & Tech Management

• Use Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, etc.) and DropBox to manage files, documents, and communications.
• Prepare presentations, reports, and spreadsheets as needed.

Board Support

• Organize board and committee communications.
• Maintain board calendars, governance documents, and Dropbox archives.

Administrative Tasks

• Maintain task lists, support project timelines, and assist with various office duties (filing, copying, preparing folders).
• Conduct research and compile summary reports.
• Assist with fundraising efforts as needed.

Collaboration & Communication

• Maintain collaborative relationships with staff, board members, donors, and volunteers.
• Communicate regularly with the Executive Director and uphold high standards of professionalism.

Compliance & Confidentiality

• Handle confidential information with the utmost discretion.
• Adhere to organizational policies, Catholic teachings, and relevant regulations.