Partner (External) Posting - Confidential Executive Assistant

Salary: $75,291.02 - $98,237.70 AnnuallyLocation : Rosemount, MNJob Type: Full timeJob Number: 2026.04.28Department: GovernmentOpening Date: 04/28/2026Closing Date: 5/12/2026 4:30 PM CentralDiversity Statement: An Equal Opportunity/Affirmative Action EmployerPosition SummaryThe Criminal Justice Network (CJN) is seeking a highly skilled Confidential Executive Assistant to support leadership, management, and its Board of Directors. This key role provides high-level administrative support, manages board operations, prepares meeting materials, and ensures compliance with public meeting requirements.About CJNCriminal Justice Network (CJN) builds and supports information systems that help law-enforcement and justice partners share data, improve public-safety outcomes, and serve their communities. As a small, collaborative team, we pair mission-driven work with modern tools, flexible ways of working, and plenty of hands-on problem-solving.General DescriptionThe Criminal Justice Network (CJN) is seeking a highly skilled and dedicated Confidential Executive Assistant to provide direct administrative support to the Executive Director, management team, and CJN Board of Directors. This position meets the definition of a confidential employee and is required to access and use labor relations information including but not limited to assist in the gathering and analyzing of information to create management's position for negotiations. The Employee may participate in negotiations, and is expected to maintain the confidentiality of information.This role is vital in ensuring organizational efficiency, compliance, and effective communication with stakeholders. Key duties include preparing meeting agendas, taking and transcribing minutes, maintaining official files, issuing public notices, and ensuring the board operates efficiently and according to law. The position requires advanced proficiency in Microsoft Office products, including expertise in creating and managing distribution lists, calendar events, board documents, communication materials, PowerPoint, and spreadsheets. Preference will be given to candidates with knowledge of the Minnesota Open Meeting Law and experience serving as clerk to public governing boards.To learn more and/or apply:CJN staff will collect materials, manage the recruitment process and answer candidate questions.Interested applicants should send a cover letter and resume which outlines qualifications to Mary Cerkvenik, CJN Executive Director, at**All questions should be directed to Mary Cerkvenik at 651 438-4559Selection Process:Evaluation will be based on training and experience as provided in your application materials. The top candidates will be invited for further interviews and consideration by the hiring department.Note: This is not a City of West St Paul position.The city is sharing this opportunity on behalf of CJN.Primary Duties1. Provide direct administrative support to the Executive Director, CJN leadership, and Board of Directors with a high level of confidentiality and professionalism.2. Prepare correspondence, reports, and meeting documentation with accuracy and timeliness. This includes:a) Performing word processing and excel spreadsheet functions in an efficient manner to prepare correspondence and reports.b) Composing correspondence for executive leadership from general instructions, or by following knowledge of policies and procedures.3. Manage complex calendars, schedule meetings, and coordinate logistics for internal and external stakeholders. This includes:a) Establishing and maintaining electronic distribution lists, contacts, and communication systems.4. Coordinate and support CJN Board of Directors meetings. This includes:a) Assistance with preparing agendas and resolutions, distributing meeting materials, recording and transcribing minutes, and ensuring compliance with the Minnesota Open Meeting Law.b) Attending meetings as requested to take notes, determine what necessary research and communication is needed from the meeting; and assess if future meetings or follow up is necessary.5. Serve as clerk to public governing boards, documenting attendance records for all CJN Board and Committee meetings, and maintaining accurate records and documentation of these meetings.6. Assist in accessing, managing and using confidential labor relations information, employee personnel records, and the benefit administration processes. Maintains the confidentiality of information.a) Assists in the gathering and analyzing of information to create management's position for negotiations and may participate in contract negotiations.7. Track and monitor contracts, agreements, fixed assets, software licenses, renewals, staff training, and any other organization tracking needs.8. Maintaining office files and entering data/updating information in department tracking systems and databases to manage information and track progress of programs/projects.9. Assist in running financial reports for budget preparation, invoice preparation and processing, request new vendor accounts, generate payment to vendors, assistance with submission of expense reports, and coordination of financial transactions, such as initiate transfers of funds and revenue deposits.10. Office administration responsibilities that include:a) Answering phones, handling mail, receiving package delivery, prepare and ship documents/packages, greeting visitors, managing copy/printing, and maintaining office organization.b) Monitor office supplies and replenish when necessary, and purchasing new supplies and equipment as requested.c) Ensures shared office equipment are in working order and submit work orders or calls for service, if needed.11. Serves as liaison on committees when required such as the information technology touch base, and annual open enrollment meetings.12. Support special projects and organizational initiatives as assigned.13. Perform other related duties as assigned.Minimum and Preferred QualificationsMinimum Qualifications• Associate's Degree in office administration, business administration, business, communication,or a related field• 5 years of executive office support/assistance experienceOR• Bachelor's Degree in office administration, business administration, business, communication, ora related field• 3 years of executive office support/assistance experienceOR• an equivalent combination of direct work experience and education totaling 7 years.Preferred Qualifications• Advanced proficiency in Microsoft Office products, including creating distribution lists,calendar events, and spreadsheets• Knowledge of the Minnesota Open Meeting Law and experience ensuring compliance in boardoperations.• Experience serving as clerk to public governing boards.• Experience with government purchasing, budgeting, and financial tracking.• Strong written and verbal communications skillsEssential Knowledge, Skills and Abilities• Ability to work effectively with the CJN staff, leadership, and external agencies in a professional manner.• Commitment to maintaining confidentiality of sensitive information.• Solid administrative skills, and considerable knowledge of office procedures, practices, and equipment.• Ability to work independently with minimal supervision.• Excellent communication skills-written and verbal.• Customer-focused with strong follow-through skills.