Department: Administration

Reports to: Chief Administrative Officer

Revision Date: February 2026

FLSA Status: Exempt

Classification: full-time (30 hours/week, Monday-Thursday); primarily remote with 1 in-office day per week 

Location: Must be based within commuting distance to our office in Minneapolis.

About the Position

We’re looking for a highly organized Executive Assistant to support Arts Midwest’s executive leaders and Board of Directors. This position plays an active role in managing the President & CEO’s schedule, which includes coordinating travel, planning meetings and events, and prioritizing key relationships. They also interact frequently with Arts Midwest’s Board of Directors, managing logistics and materials for Board and committee meetings. The Executive Assistant is part of a strong five-person Operations Team that develops systems, processes, and resources that improve efficiency and communication within Arts Midwest.

About You

You are a proactive, dependable, and detail-oriented person with exceptional event management experience. You possess strong organizational and time management skills, proficiency with calendar and scheduling systems, excellent communication abilities, discretion and confidentiality awareness, and the capacity to anticipate executive needs while managing multiple priorities simultaneously. You should be familiar with nonprofit Board of Directors best practices, arts administration, and have a strong connection to the Midwest. You should have at least five years of related administrative experience. This position is ideal for someone who is interested in the big picture, but most comfortable living in the details.

About Arts Midwest

Based in Minneapolis, Arts Midwest supports, informs, and celebrates creative organizations and communities throughout the nine-state region of Illinois, Indiana, Iowa, Michigan, Minnesota, North Dakota, Ohio, South Dakota, and Wisconsin, and the Native nations that share these geographies.

We are one of six United States Regional Arts Organizations, a national collective of six place-based nonprofit arts service organizations committed to strengthening America’s infrastructure by increasing access to creativity for all Americans. 

Our Board is composed of 18 Directors, representing all nine states in the region. The Board of Directors meets in person twice a year for retreat-like meetings, with one virtual meeting held over Zoom. Committees meet either quarterly or monthly.

Key Responsibilities

As part of the Operations Team, you’ll play an important role in things like developing work plans, managing a budget, and connecting with other departments. You’ll also play a role in Arts Midwest’s organizational culture, participating in staff meetings, retreats, and other events.
 

In addition, you’ll be responsible for: 

Board of Directors Support 

· Act as liaison with Board of Directors, facilitating relationships and connection between Board of Directors, staff leadership, and other key stakeholders. 

· Develop event itineraries for Board of Directors events that prioritize Board engagement and connection with each other and the mission of the organization.

· Manage in-person Board of Directors events and logistics, including selecting venue(s), and coordinating travel, catering, on-site technology, etc.

· Provide administrative support, such as scheduling, drafting and distributing meeting materials and notes. 

· Maintain Board of Directors key documents and files, including Bylaws, Policies, and meeting minutes

Executive Administrative Support 

· Manage President & CEO and Vice President calendars based on knowledge of organizational priorities.

· Ensure the President & CEO is prepared for meetings and events by coordinating with staff to prepare reports, presentations, or other materials.

· Draft communications from President & CEO and Vice President to key stakeholders, such as current or prospective funders, Board Members, State Arts Agency Directors, or others as needed.

· Coordinate travel arrangements for President & Vice President. Make reservations and compile itineraries. 

· Manage President & CEO’s expenses, ensuring timely approval by the chair of the Board of Directors.

· Update Salesforce with notes and action steps from President & CEO and Vice President’s meetings with funders and donors.

· Provide administrative support to management team, including drafting meeting materials and slide decks, taking and distributing notes, capturing action items and follow-up as needed.

· Coordinate with management team on projects and events as requested.

· Excellent communication skills, both verbal and written, with the ability to present clear information to various audiences. Comfortable reading and understanding detailed documents, including financial and narrative content.

· Strong organizational skills and ability to navigate change, anticipate needs, and respond proactively to shifting priorities.

· Strong interpersonal and relationship building skills. 

· Expertise in meeting and event management practices. 

· Knowledge of or ability to learn project management principles and best practices. 

· Ability to maintain confidentiality and discretion when dealing with sensitive or private information. 

· Fluency with technology and ability to use or learn digital systems, such as collaboration software, customer relationship management systems, and project management software.

· Ability to proactively identify, troubleshoot, and solve common problems independently.

· Ability to apply creative thinking to all aspects of work.

· Able to travel 3-4 times per year.

· Knowledge of or ability to learn general budgeting and accounting concepts.

· Organize time and anticipate, plan, and manage multiple priorities with deadlines.  

· Knowledge of or ability to learn federal funding compliance requirements and allowable use of funds.