Executive and Administrative Assistant

The Executive and Administrative Assistant (1885) provides critical coordination to executives and members of the National Security Research Institute (NSRI), a new interdisciplinary research entity established in the Research and Innovation Office (RIO) at the University of Minnesota. This is a key role that contributes to the success of the center by ensuring seamless day-to-day operations, enabling effective planning and coordination of NSRI leaders, and sustaining a high level of communication and collaboration with a variety of NSRI partners inside and outside of the University. The position reports to the NSRI Assistant Director of Operations.

Bargaining unit consideration begins on 9/27/2025 and ends on 10/3/2025.

• Work Hours: Monday-Friday 8a-430p

Position Duties and Responsibilities

Executive Support (60%)
Tasks include but are not limited to:
- Provide dedicated support and assistance to the NSRI executive director and assistant director on a daily basis.
- Facilitate communication with and access to the Executive Director, fulfilling "gatekeeper" and "gateway" roles, and utilizing independent judgment, diplomacy, and tact.
- Coordinate with internal UMN functions as well as RIO teams (Communications, HR, Finance, academic centers and institutes etc.) on behalf of NSRI leaders.
- Lead complex scheduling for the NSRI leaders, being responsive to urgent matters requiring time sensitive action, re-prioritization and re-organization.
- Communicate directly and on behalf of the NSRI team with faculty, external stakeholders and partners. Assist with communication (incoming emails and responses), RSVPs etc.
- Assist with the planning of meetings and preparation of letters and other various materials including meeting agendas and meeting notes; coordinate document signature for the executives as needed.
- Facilitate travel arrangements and travel coordination.
- Complete expense reimbursement and PCard reconciliation.
- File physical and electronic documents as needed for easy retrieval, access and collaboration with others.
- Configure electronic filing and manage permissions

Event and Visit Planning (25%)
Tasks include but are not limited to:
- Organize a variety of ad-hoc or annual visits and events for the NSRI with high attention to detail, time sensitivity, and communication.
- Collaborate with the NSRI team and stakeholders on the planning and coordination of NSRI events and distinguished visits. Tasks include managing event-related communications, tracking key details, arranging event logistics, and ensuring adherence to University policies and procedures. Resolve administrative and logistical issues as they arise to contribute to a successful event.
- Take the lead on identifying and securing venues, resources, contractors and services based on the need and purpose of the program. Ensures accurate and complete execution of all event logistics.
- Professionally interfaces with partners, guests and speakers on the phone, in-person, and by email.
- Adheres to timelines, manages own time accordingly, and can juggle competing priorities and deadlines
- Manages process details including registration, RSVPs, data entry, etc. with accuracy and consistency.
- Assembles event materials such as name tags, programs, digital assets, confirmation packets, invitations, PPT presentations, etc.
- Responsible for event day preparation, packing, setup, execution, and cleanup.
- Prepares budget and work in collaboration with NSRI Finance professionals. Coordinates invoices and vendor payments.

NSRI Office Operations (10%)
- Maintain and administer NSRI's physical and electronic space and systems to support team productivity and collaboration. This includes coordinating office equipment and supplies, and ensuring that established processes and procedures for shared resources are followed.
- Monitor, triage, respond or route inquiries received via the NSRI's main business email address or via the NSRI's main phone line.
- Coordinate physical mail / packages received for the office, as well as office supplies, furniture needs, and service contracts when applicable (e.g. water cooler service).
- Ensure technology readiness and train others on the use of shared technology in the office such as conference room equipment (A/V functions, zoom room, camera/mic/display setup) and multifunction devices (e.g. copier / printer / fax).
- Assist NSRI employees with personal computing troubleshooting by coordinating support with the central IT team as needed.
- Coordinate logistics for large meetings with external participants.
- Work collaboratively with Business Systems to prepare data and run reports for Salesforce and Sophia databases.

Other Duties as Assigned by the NSRI Executive Director or Assistant Director (5%)

Flexible Work Profile
The Research and Innovation Office (RIO) endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.

This position has been designated as eligible for flexible work profiles one and two.
Flexible work profile one is expected to work primarily on-site.
Flexible work profile two is expected to work on-site more than 50% of the time.
Your office will be in Suite 450 in the McNamara Alumni Center located at 200 SE Oak Street on the Twin Cities, Minneapolis Campus.

Work Location: This position was designated to be partially remote (Profile 2), with work expected to be performed in the office at least 3 days per week, or fully in the office (Profile 1). At least initially, during the probationary period, the incumbent will be expected to spend more time in the office to ease onboarding and create connections with RIO teams. Work schedule will be finalized with the supervisor. Note that regardless of the profile selected and typical work schedule set, this role comes with the requirement to occasionally attend on-campus work events and on-site meetings for professional development, collaboration and team effectiveness. RIO management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications
- High School Diploma/GED and four years of related office experience. (Training/education may be substituted for some of the years of experience.)
- Proficient computer skills
- Google G Suite (Google Calendar, Gmail, Sheets, Docs, Tasks and Slides) and Google Drive management and configuration
- Hands-on expertise with Microsoft Office products (Word, Excel and PowerPoint)
- Skilled at managing Google Calendars and other technology tools designed to facilitate scheduling and coordination between executives and senior leaders.
- Familiarity with PDF file creation and editing (Adobe Acrobat).
- Experience configuring and supporting video conferencing to facilitate virtual meetings (e.g. Zoom configuration expertise) and in-person meetings (e.g. conference room audio and video setup).
- Experience arranging travel logistics.

Knowledge, Skills, and Abilities
- Dependable and reliable team player who takes pride in providing service and helping others.
- Highly organized and detail oriented, focused on supporting NSRI team organization and facilitating their collaboration with others.
- Proactive in anticipating the needs of leaders and able to problem-solve to maintain their organization on a daily basis.
- Excellent communicator, consistently clear, precise, courteous and tactful.
- Maintain discretion and confidentiality.
- Strong project or event planning skills.
- Comfortable with technology, curious about making the most out of technology tools available to them and becoming familiar with new ones
- Ability to demonstrate sound judgement in prioritizing and reprioritizing tasks based on urgency and importance

The National Security Research Institute (NSRI) at the University of Minnesota serves as a national hub to drive interdisciplinary partnerships on national security-related funding opportunities. NSRI advances leading-edge research and workforce training programs that deliver significant value for the sponsor. NSRI promotes and sustains strategic partnerships with government agencies, DoD and national labs, defense-oriented entities, academia, and industry.

Pay Range: $26.01 - $30.94 per hour; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).