Executive Assistant

Location: Duluth, MN Office (1325 N 45th Ave E)

Position Type: Full-Time, Year-Round

Compensation: $40,000 - $50,000/year

Benefits: Comprehensive PTO package, Paid Holidays, Health Care Benefits, Retirement Match.

Hours: 40-50 hours per week (Predictable framework with no expectation of constant, round-the-clock digital availability).

About Voyageurs Lutheran Ministry (VLM)

Voyageurs Lutheran Ministry operates two beautiful, intentional outdoor ministry sites in Northeastern Minnesota—Camp Hiawatha (near Deer River) and Camp Vermilion (near Cook)—alongside our year-round administrative office in Duluth. We host thousands of youth, families, and community groups each year for summer camps and retreats.

Mission Statement: Voyageurs Lutheran Ministry provides opportunities for Christ-centered spiritual growth, leadership development, and outreach in God’s great northwoods.

Position Overview:

Voyageurs Lutheran Ministry is seeking an organized, proactive, and welcoming Executive Assistant to partner directly with and support the Executive Director. This role provides direct executive support and daily office administrative responsibilities.

Core Responsibilities

1. Executive Support (35%)

• Calendar & Travel: Coordinate the Executive Director’s calendar, prioritize scheduling requests, and coordinate travel logistics.
• Executive Correspondence: Filter, prioritize, and answer emails, phone calls, and other inbound requests sent directly to the Executive Director.

2.Office operations (40%)

• Front-Line Hospitality: Serve as the primary, welcoming point of contact for inbound camp families, retreat coordinators, donors, vendors, congregations, and community partners.
• Correspondence & Logistics: Manage general phone and email inquiries, coordinate incoming/outgoing mail, maintain clear internal office communication, and anchor the day-to-day presence at the main Duluth office.
• Records Management: Manage physical and digital office records, camper registrations, and organizational data.
• Bookkeeping Support: Gather, organize, and track invoices and expense reimbursement requests to coordinate with VLM’s outside bookkeeper.
• Time Tracking: Collect and log baseline hours and monthly timesheets for 6-10 year-round staff members.
• Banking: Execute regular local bank deposits.

3. Development, Marketing & Web Updates (15%)

• Fundraising Support: Track inbound donor engagement requests and execute gift administration workflows.
• Marketing: Post pre-written content from the Executive Director to Facebook/Instagram and schedule email newsletters.
• Website Upkeep: Perform simple text, date, and price updates on the VLM Squarespace website.

4. General Operations & Other (10%)

• Operational Adaptability: Perform other general operational and administrative duties as assigned by the Executive Director.
• Data Confidentiality: Maintain absolute privacy and strict confidentiality when handling sensitive organizational data and private donor files.

Qualifications & Experience

• Experience: 1–3+ years of professional administrative assistant, office coordination, or customer support experience preferred. This is an excellent opportunity for a motivated administrative professional ready to take on direct executive support.
• Technical Literacy: Proficiency with Google Workspace (Docs, Sheets, Gmail, Calendar) is highly preferred. Prior experience with web platforms (like Squarespace) is not required, but a willingness and comfort to learn how to navigate them alongside basic social media channels is essential.
• Communication & Demeanor: Superb written and verbal communication skills. A warm, welcoming, and professional demeanor that reflects the hospitable mission of an outdoor ministry environment.
• Core Requirements: Must pass a background check; respectful and sensitive to Lutheran Christian theology and traditions.

How to Apply

Please submit a resume and brief cover letter detailing your administrative experience to [email protected] with the subject line "Executive Assistant Application - [Your Name]". Applications are reviewed on a rolling basis.

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person