Position Description

Wilderness Inquiry’s mission is to connect people of all ages, backgrounds, identities, and abilities through shared outdoor adventures so that all people can equitably experience the benefits of time spent in nature.

At Wilderness Inquiry, we believe that everyone belongs. We work to ensure this belief holds true in our workplace, in our community, and in the outdoors. We pursue this belief through our mission and shared values of paddling together, nurturing inclusion, seeking the exceptional, and finding a way.  

Position Summary & Dimensions

Summary
The Executive Assistant serves as a crucial administrative resource for Wilderness Inquiry’s leadership team, including the executive director, leadership team, and board officers. The primary purpose of this role is to increase management-level capacity by handling essential coordination, communication, and organizational tasks. This position ensures the effective, timely, and professional execution of leadership-level administrative duties and supports a healthy, transparent organizational culture.

Dimensions
Working Title: Executive Assistant (Part-Time)
Position Classification: Manager
Employment Conditions: Non-Exempt (Hourly, 20 hours/week)
Department/Section: Executive Leadership
Hourly Rate: $30-$35/hour, based on experience
Reports To: Executive Director

Essential Roles and Responsibilities

Responsibility 1: Executive Support (50%)
Provides focused administrative and communication support to the Executive Director and leadership team members to optimize their time and focus.

Tasks

1. Manage the Executive Director’s calendar, coordinating internal and external meetings and travel arrangements as needed.
2. Provide basic research, data gathering, and analysis assistance on core operational decisions and processes.
3. Format, copy edit, and ensure brand consistency and electronic accessibility for leadership memos and high-value organizational communications.
4. Design and build out professional presentations and meeting materials (e.g., PowerPoint, Google Slides) based on draft content.
5. Assist in the management of the Executive Director’s social media with agreed-upon content postings and effective engagement.

Responsibility 2: Board Governance and Administration (30%)
Manages the logistical and documentation requirements for the Board of Directors and its corresponding committee meetings, ensuring compliance and effective governance.

Tasks

1. Manage Board and Committee calendars, meeting invitations, agendas, and distribution of supporting materials.
2. Coordinate with staff liaisons and committee chairs to develop comprehensive and timely meeting agendas and resource packets.
3. Attend and accurately compile and track Board votes/resolutions and meeting minutes for all required meetings.
4. Maintain the official Board Manual and manage annual required documentation, including conflict of interest forms and on-boarding materials.
5. Compile quarterly updates of the strategic plan dashboard.
6. Manage board records and electronic files for easy search and retrieval.

Responsibility 3: Internal Communications and Leadership Meeting Coordination (20%)
Supports clear internal communication channels and assists the leadership team with projects aimed at monitoring and improving organizational health and culture.

Tasks

1. Facilitate complex meeting scheduling and logistics for the Directors Leadership Team, including booking rooms, managing invitations, and arranging hospitality.
2. Organize and manage bi-weekly All Staff Meetings, including agenda compilation, technical setup, and documenting key takeaways.
3. Compile, format, and send the “Weekly Wilderness” internal email to ensure effective and consistent information flow across the organization.
4. Assist the Directors Leadership Team in organizing quarterly and annual strategy and work planning sessions.

Responsibility 4: Embrace Values, Community Agreements and Other Roles/Responsibilities as Assigned.

Tasks

1. Support organizational special events including Seasonal Staff Training (May & September), Great River Race, Opportunity Fund, Quarterly Board Meetings, and other in-office gatherings as needed.
2. Perform all job responsibilities in a manner that centers Wilderness Inquiry values and supports a healthy, safe, and productive work environment for all employees by adhering to Workplace Community Agreements.
3. Actively engage in other duties as assigned, including  assisting with mission-oriented events, programs, and core audience engagements.

Please note: These are not intended to encompass all roles and responsibilities of this position; other duties may be assigned at the discretion of the supervisor.

Qualifications and Requirements

Required Qualifications:

• Bachelor’s degree in a relevant field (e.g., Business, Communications, Non-profit Management) OR 3-5 years of demonstrated administrative or project support experience for senior leadership.
• Demonstrated expertise in complex calendar management and coordinating meeting logistics (Directors Leadership Team and Board Meetings/Committees).
• Excellent written and verbal communication skills, with a strong ability to format, proofread, and ensure brand consistency and electronic accessibility in official documents, presentations, and social media posts.
• High technological proficiency with Google Workspace, database management and social media platforms and ability/interest in adopting emergent artificial intelligence tools to efficiently carry out responsibilities.
• Strong organizational skills, attention to detail, and a proven ability to manage multiple concurrent tasks, set priorities, and meet deadlines.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Ability to effectively navigate interpersonal dynamics amongst organizational leadership, the Board of Directors, and staff.
• Ability to pass a background check.

Desired Qualifications and Characteristics:

• Experience working directly with a non-profit Board of Directors, including managing meeting documentation, minutes, and member onboarding processes.
• Experience or familiarity with non-profit organizational structures, fundraising cycles, or mission-driven operations.
• Familiarity with project management methodologies or tools (e.g., simple tracking systems, Gantt charts) for monitoring internal processes.
• Demonstrated problem-solving capabilities with strong critical thinking skills and the ability to anticipate leadership needs.
• Passion for Wilderness Inquiry’s inclusive mission, outdoor adventure, and connecting people to the benefits of nature.
• Proven ability to work independently and collaboratively within a team environment.
• Willingness to listen, learn, and continuously improve.
• Flexible, persistent, and attentive to detail. 

Physical Requirements:

• Must be able to use a telephone and computer. 
• Must be able to lift 25 lbs.
• Must possess a legal driver’s license and ability to drive a car to help manage events and activities of the position.
• Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

This is a hybrid position that reports to Wilderness Inquiry’s Headquarters in Bloomington, MN. The position will have consistently scheduled hours each week, most of which can be remote, with 1-2 part-time days in-person each week.