Administrative Assistant, Executive

H.B. Fuller•St. Paul, MN

1d•$29 - $36

About The Position

The Administrative Assistant Executive serves as a key partner to executive leadership, providing high-level administrative support while coordinating departmental operations across a global organization. The role manages executive priorities, facilitates communication, supports departmental processes, and helps ensure the smooth execution of leadership activities, events, and day-to-day operations.

Requirements

Certificate or degree in Legal Administration, Legal Assistant Studies, File Management, Business Administration, or a related field, or equivalent experience.
Minimum of 5 years of executive administrative, legal administrative, or document/file management experience.
Ability to manage multiple priorities independently while exercising sound judgment and discretion.
Strong organizational skills, exceptional attention to detail, and ability to meet tight deadlines.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
Experience coordinating travel, meetings, events, and executive-level communications.
Ability to maintain confidentiality and handle sensitive information professionally.

Nice To Haves

Experience supporting senior executives within a global or multinational organization.
Proficiency with SharePoint, collaboration platforms, and information management tools.
Experience managing departmental budgets, invoices, and expense reporting.
Strong interpersonal and communication skills and ability to collaborate across functions and levels of the organization.
Flexibility and a team-oriented approach in a fast-paced environment.

Responsibilities

Provide executive support through calendar management, meeting scheduling, travel coordination, expense reporting, and correspondence management.
Coordinate leadership meetings, presentations, events, and executive engagements, preparing required logistics and materials.
Manage executive and departmental communications, including announcements, meeting coordination, and stakeholder updates.
Support departmental operations and administrative processes.
Plan and execute team meetings, offsite events, and department-wide activities, including vendor and logistics coordination.
Support budget administration by tracking expenses, processing invoices, and assisting with financial activities.
Coordinate onboarding activities for new employees and contractors, ensuring timely access to systems and resources.
Maintain organizational resources, including organizational charts, distribution lists, department calendars, and documentation.
Manage office operations, including space planning, supplies, equipment, and operational support services.
Maintain departmental collaboration tools and information repositories, including SharePoint and other team platforms.