Executive Administrator

DEPARTMENT: Administration

LOCATION: White Bear Lake, MN

REPORTS TO: Chief Executive Officer

APPLICATION DEADLINE: September 26

Description: Pheasants Forever, Inc. and Quail Forever, a national wildlife habitat conservation organization, is seeking a highly motivated individual to serve as an Executive Administrator (EA) for our growing organization. This newly created position will provide a unique opportunity to collaborate with all departments across the organization working on a variety of projects. The objective is to support the CEO and executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently. This role will develop, maintain and refine internal processes that support the organization’s 6-member executive team, and coordinate internal and external resources to expedite workflows, while overseeing important organizational meetings.

The ideal candidate is a proactive problem-solver who thrives in a purpose-driven environment, understands the nuances of nonprofit operations, and can serve as a trusted partner to our executive team in advancing our mission.

WORK LOCATION: Full-time on site at our home office in White Bear Lake, MN

RESPONSIBILITIES:

• Manage professional scheduling and other administrative functions for CEO and senior executives, including meeting logistics, mail, email, phone calls, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Point of contact at the national office for scheduling and coordination of staff meetings and events.
• Manage CEO and senior executives’ travel logistics and activities, including accommodations, transportation, meals and expense reporting.
• Develop comprehensive briefing materials for meetings, events, and engagements, including background information, key talking points, and strategic insights.
• Draft and proofread communications, reports, and presentations for the senior executive team.
• Conduct research and synthesize information to support decision-making and strategic planning.
• Organize team communications and plan events, both on-premises and off-site including acting as the liaison between contractors, organizers, speakers and management to develop all facets of events (lodging, catering, transportation, meeting rooms, etc.) for executive leadership, board of directors, orientation, and team meetings.
• Assist in maintaining accurate minutes and records from executive and board meetings, as needed. Track and manage action items and deliverables from meetings, ensuring timely follow-up and completion.
• Identify opportunities to streamline workflows and improve operational efficiency within the executive office.
• Implement systems to enhance communication, documentation, and follow-through.
• Support the CEO in building organizational rhythms (e.g., staff meetings, quarterly reviews, strategic planning sessions).
• Draft and manage high-level correspondence with donors, board members, political and industry leaders.
• Maintain discretion and professionalism in handling sensitive information and relationships.

QUALIFICATIONS:

• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with Microsoft Office software with an aptitude for learning new software and systems
• Flexible, energetic team player, willing to adapt to changes and proactively address challenges
• Demonstrated ability to work both independently and as part of a team to accomplish desired goals and outcomes.
• Professional and positive attitude. Enjoys working with people.
• Innovative and resourceful.
• Ability to maintain confidentiality of information related to the company and its employees

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Primarily work from the national office in White Bear Lake, MN.
• Overnight travel for conferences, national team and other staff meetings, Pheasant Fest & Quail Classic, trade shows and other partner events-5% or less annually.

PAY RANGE: $20-25 per hour, depending upon qualifications and experience. Benefits include:

• Health, vision, dental and more insurance coverage plans are available.
• 401(k) Retirement plan with an employer match of up to 5%.
• Student Loan Assistance program of up to $200/month for eligible employees.
• Paid Time Off accrued at 15 days (120 hours) per year for new employees (increasing after 3 years).
• Bereavement/Family/Sick Leave of 6 days (48 hours) per year.
• 13 Paid holidays.
• An Employee Benefit Summary can be found on our Careers page at www.pheasantsforever.org/careers .