Part-Time Executive Assistant

Published

May 21, 2026

Expires

June 20, 2026

Location

1140 Robert St. S, West St. Paul, MN

Category

Administration

Job Type

Part\-time

Organizational Name

Guiding Star Wakota

Organizational City

West St. Paul

Position Contact Name

Autumn Robinson

Position Contact Title

Operations Manager

Position Contact Email

autumn@wakota.org

How many employees are serving at your location?

30 or less

DESCRIPTION

Organization: Guiding Star Wakota

Schedule: Part\-Time (25 hours/week)

Compensation: Starting at $25/hour, commensurate with experience

Reports To: Executive Director

FLSA Status: Non\-Exempt

Last Updated: April 22, 2026

About Guiding Star Wakota

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

Position Summary

This is more than an administrative role. It is an opportunity to serve as a trusted partner to executive leadership in a mission\-driven organization.

We are seeking a highly organized, proactive, and mission\-aligned Executive Assistant to support the Executive Director, with a focus on donor engagement, events, and community building. The ideal candidate anticipates needs, manages competing priorities with excellence, and brings clarity to a fast\-paced environment.

In this role, you will strengthen leadership effectiveness, support team operations, and advance our mission. You will serve as a strategic partner to the Executive Director, helping manage priorities, ensure follow\-through, and engage daily with donors, volunteers, board members, and staff.

Key Responsibilities

Executive \& Leadership Support

• Provide daily administrative and operational support to the Executive Director
• Manage and prioritize the Executive Director’s calendar, meetings, and follow\-ups
• Prepare standard and custom CRM reports in a timely manner
• Prepare presentations, and summaries
• Monitor, draft, proofread, and respond to communications and professional correspondence as directed
• Capture meeting notes, track action items, and ensure follow\-through
• Maintain task lists and support project tracking

Donor Relations \& Engagement

• Prepare and process donor acknowledgments in a timely manner
• Support planning and execution of annual and special events (internal and external)
• Maintain and update the Salesforce (CRM) database, including data entry and cleanup

Scheduling \& Coordination

• Coordinate internal and external meetings (virtual and in\-person)
• Manage logistics, materials, and follow\-ups
• Support planning for events and key organizational initiatives

Technology \& Systems

• Strong proficiency with Microsoft Office suite, especially Word and Excel, as well as Dropbox
• Support systems such as Asana, Salesforce, and Canva
• Maintain organized digital workflows and file systems

Confidentiality \& Professionalism

• Handle sensitive information with confidentiality
• Uphold organizational policies and Catholic values in all interactions

Top Traits We’re Hiring For

* Proactive Mindset: Anticipates needs and prepares ahead

* Exceptional Organization: Maintains clarity across multiple priorities

* Strong Communicator: Represents leadership with professionalism and clarity

* Ownership \& Follow\-Through: Takes responsibility and completes tasks thoroughly

* Mission\-Driven \& Discreet: Upholds confidentiality and Catholic values

Qualifications

Required

• 3\+ years of executive\-level administrative experience
• Strong proficiency in Microsoft Office (Outlook, Word, Excel) and Dropbox
• Excellent organizational and communication skills
• Ability to work independently and anticipate needs

Preferred

• Experience in a nonprofit or Catholic organization
• Familiarity with Salesforce or donor databases
• Event coordination experience
• Donor relations experience

QUALIFICATIONS

Additional Requirements

• Alignment with and commitment to the teachings of the Catholic Church
• Successful completion of a background check

Education

A bachelor’s degree in business, communications, liberal arts, nonprofit management, or a related field is preferred.