Asian American Organizing Project (AAOP)

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Executive Assistant

Position: Executive Assistant, Full – Time Exempt

Salary: $51,000 – 58,000 based on experience

Location: Onsite

Reports to: Executive Director

Benefits: Employee only health, dental, vision, PTO, STD, LTD, HSA, Life Insurance, Retirement plan, annual bonuses, organization breaks, paid holidays and professional development funds. 

Organization Summary Asian American Organizing Project (AAOP) is a non-partisan organization led by and for young Asian Minnesotans in the Twin Cities. Through our grassroots organizing efforts and programming, we aim to develop young Asian community leaders to resist oppression and co-create a more just future for their families, schools, communities, and cities. 

Who are we looking for? The ideal candidate is creative, community driven, people-centered, socially conscious, and skilled in fostering relationships. This individual should be organized, a self-starter, a strong communicator, able to effectively manage varied tasks and timelines, and conduct administrative tasks. 

Position Summary The Executive Assistant will provide comprehensive administrative support to the organization’s leadership team. Responsibilities include managing schedules, coordinating meetings, handling correspondence, coordinating operational duties, and maintaining organizational systems. The role involves preparing reports, taking meeting minutes, and assisting with project management to ensure efficient operations. The ideal candidate should be highly organized, detail-oriented, and possess strong communication skills, with a commitment to supporting the mission of the AAOP. Experience in a non-profit environment is a plus. 

Salary and Benefits AAOP has a tiered pay scale ranging from hourly to salary positions that are based on Cost of Living Adjustment (COLA) every other year, and pay equity and economic justice. Pay equity is the principle of providing equal compensation to employees who perform comparable work, regardless of their gender, race, ethnicity, or other protected characteristics. It ensures that compensation is based on job responsibilities and performance, without bias or discrimination.  Economic Justice creates opportunities for all to succeed regardless of sex, race, age, disability, color, creed, national origin, religion, or genetic information. This salaried position currently ranges from $51,000 – 58,000 per year with an annual raise between 1% to 3% based on annual reviews and budget. This position is a 40 hours/week full-time, in-person, exempt position, including some evenings and weekends. Benefits include: annual 80 PTO hours lump sum, 10 paid holidays per year, AAOP Organizational paid breaks: 2 days for Spring, 2 days for Fall, and 8 days for Winter Break, annual bonuses, annual $400 Professional Development, Employee Only Health, HSA, Dental and Vision – 80% Employer and 20% Employee, Short-Term Disability, Long-Term Disability, Life Insurance and Simple IRA Retirement Plan.

Please submit a resume along with a brief cover letter highlighting experience with the following qualifications to jobs@aaopmn.org. Applications are reviewed and interviews are scheduled on a rolling basis until the position is filled.  

Essential duties and responsibilities:

  • Administrative Duties The Executive Assistant will play a crucial role in providing comprehensive administrative support mainly 50%  to the Executive Director, 30% to  leadership team, and 20% large scale social events for AAOP. This position is key to ensuring smooth and efficient operations within the organization. The responsibilities include:
    • Schedule and Calendar Management: Coordinate and manage the leadership team’s schedules, including setting appointments, organizing meetings, and maintaining calendars to ensure timely attendance at key events. This includes staff and board meetings. 
    • Meeting Coordination and Support: Prepare agendas, schedule, and arrange logistics for internal and external meetings. This includes preparing meeting spaces, special events, sending reminders, and handling technical setups (e.g., virtual meeting platforms).
    • Documentation and Correspondence: Draft and manage correspondence on behalf of the leadership team, including emails, letters, and memos. Handle confidential information with discretion. Take detailed meeting minutes and distribute them as needed.
    • Operational Support: Coordinate office operations, including managing office supplies, technology needs, and vendor relationships. Assist with travel arrangements, event planning, and other operational duties as required.
    • Report Preparation: Assist in the preparation of organizational reports by gathering and organizing data, drafting documents, and ensuring the timely completion of reports for stakeholders and funders.
    • Project Management Assistance: Support leadership and team with tracking progress on various projects, including monitoring deadlines, organizing materials, and maintaining communication with internal teams and external partners.
    • Filing and Record Maintenance: Maintain the organization’s filing systems, both physical and digital, ensuring that records are accurate, up-to-date, and easily accessible.
    • Cross-Functional Support: Provide administrative support across various teams within the organization as needed to ensure collaboration and efficiency.
    • Communication and Coordination: Act as a point of contact for both internal staff and external stakeholders, ensuring effective communication and follow-up on key tasks.
    • Other duties and responsibilities assigned.

Must have for the position: 

  • Adaptability and Problem-Solving: Ability to adapt to changing priorities and handle multiple tasks in an emerging environment. Proactive approach to problem-solving with strong decision-making skills. 
  • Interpersonal Skills: Strong emotional intelligence, with the ability to work well with a diverse range of individuals. Excellent interpersonal and negotiation skills, with the ability to build strong relationships internally and externally.
  • Attention to Detail: High level of accuracy in all work, particularly in calendar management, document preparation, and reporting. 
  • Discretion and Integrity: Strong sense of ethics and the ability to handle sensitive information with complete confidentiality.
  • Project Management Skills: Experience in managing or assisting with special projects, with the ability to ensure deadlines are met and expectations managed.

Organizational Culture In a transformative and emerging organization, AAOP believes that the overall strategies should be owned by every single person in AAOP.  As such, it is the responsibility of all staff to understand the overall mission, vision and direction the organization is moving towards.  One must be accountable to their own work and responsibilities, while supporting and coaching each other to produce high impactful and innovative strategies for the overall success of the organization.  This means taking ownership of the organization as a whole.  Which means that 10% of your role may include stepping up, taking charge, rolling up your sleeves and supporting each other in functions and activities such as special events, special projects, community support, board and funders meeting, office support, and other minor duties as assigned. 

While it is the responsibility of each member to meet their work expectation, it is also critical to maintain a balanced work-life culture.  AAOP believes that when we all work to support each other in the overall mission and vision of the organization, we all succeed.  This will help AAOP create a work culture that is inclusive, free of bias, socially and culturally conscious and equitable. 

Background Checks: As AAOP works closely with young people, all candidates are subject to a thorough background check as part of our commitment to ensuring a safe and secure environment. This may include checks on criminal history, employment verification, and any relevant professional or personal references. The results of these checks will be carefully reviewed to assess a candidate’s suitability for working with our youth population. We prioritize the safety and well-being of our community members and take all necessary precautions in our hiring process.

AAOP does not discriminate on the basis of race, color, ethnicity, national origin, citizenship status, religion, sex, sexual orientation, gender expression, gender identity, age, height, weight, physical or mental ability, veteran status, military obligations, status on public assistance, and marital status. We strongly encourage individuals who identify as or businesses led by Asian & Pacific Islanders, Black, indigenous, people of color, disabled, queer, trans and women to submit a proposal. AAOP is unable to provide VISA sponsorship at this time.