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Administrative Assistant 

Salary $21-$25 per hour.  
About the Organization Phoenix Alternatives, Inc. (PAI) has been a vital part of our community since 1990. We were founded as a 501(c)(3) to serve people with developmental disabilities, maximizing integration into the community while pursuing meaningful, person-centered activities. PAI is a day program offering an array of services and opportunities for adults who want to design a life they love. You will find a culture that's respectful, team-oriented, and focused on meeting the unique needs of the people we serve.

Our mission is to engage individuals in meaningful participation in and connection with the community.


The Administrative Assistant will support three members of the PAI management team at the Administrative Office in White Bear Lake.  Namely, this position will provide administrative support to PAI’s President and two other members of the management team.  

ESSENTIAL FUNCTIONS AND PRIMARY RESPONSIBILITIES (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

  • Act as the point of contact among executives, directors, board members, and other external partners.

  • Manage multiple projects to completion in a timely and accurate manner.

  • Organize meetings—including scheduling, preparing and distributing documents, recording meeting minutes, and attending to the overall logistics of the meetings.

  • Compose and prepare correspondences for President’s signature – including memos, emails, letters, and reports.

  • Assist with Development campaigns, including data entry to donor software system, preparing materials for print, and managing mass mailings.

  • Sort incoming office mail and handle printing, faxing, mail/overnight packages, copying, filing and phone messages.

  • Serve as the office manager by tracking the office supply inventory, ordering supplies, and overseeing the administrative needs of the office.

  • Organize and maintain electronic and paper filing systems.

  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials as needed.

Position Requirements

Required Skills/Abilities:

  • Prior work experience supporting a senior executive or executive team (at least one year required).

  • Excellent MS Office knowledge (including Outlook, Teams, OneDrive and SharePoint).

  • Outstanding organizational and time management skills.

  • Ability to work independently and prioritize competing projects.

  • Exceptional writing, editing, and proofreading skills.

  • Utmost discretion and confidentiality.

  • Assertive but friendly personality, and great interpersonal skills.

Education and Credentials:

  • Minimum:  Associate’s Degree (Bachelor’s degree preferred).

  • Prior work experience supporting a senior executive or executive team (at least one year required).

  • Pass a DHS Background study and Office of the Inspector General (OIG) and maintain clearance to provide direct contact services without continuous supervision.

  • Reliable transportation for work driving purposes, a valid driver’s license, proof of valid car insurance and a driving record that meets PAI insurance company standards and be 21 years of age or older.

Preferred Requirements: Associates Degree or higher level of education.  
Location White Bear Lake, MN  
Keywords: Administrative Assistant, Executive Assistant, Office Assistant, Executive Administrative Assistant  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

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