Executive Administrative Assistant

Patisserie 46•Minneapolis, MN

16d•$25 - $30•Remote

About The Position

Patisserie 46 is seeking a highly organized, proactive, and professional Executive Administrative Assistant to provide strategic administrative support to the CEO. The role manages priorities and the CEO’s calendar, facilitates communication, coordinates executive activities, and helps keep key initiatives on track. The assistant is expected to anticipate needs, use sound judgment, manage competing priorities, and maintain professionalism, confidentiality, and discretion while helping direct the CEO’s time toward important organizational priorities. The position initially averages 10–15 hours per week, with the opportunity for additional hours over time based on CEO needs and business growth. The position is remote, though on-site support may be needed in the future. The company is considering local applicants only. Flexible work-from-home options are available.

Requirements

At least three years of experience providing executive-level administrative support, preferably to C-suite executives or senior leadership.
Previous experience managing vendor relationships, contracts, and external business partnerships.
Strong business knowledge and ability to navigate complex business priorities and support high-level decision-making.
Exceptional written and verbal communication skills, including the ability to communicate effectively across all levels of an organization.
Outstanding organizational, time-management, and prioritization skills, with the ability to manage competing demands.
High emotional intelligence, sound professional judgment, and discretion and maturity when handling sensitive situations.
Advanced proficiency in Microsoft Office and Google Workspace, including calendar management, document preparation, and collaboration tools.
Ability to anticipate executive needs, take initiative, solve problems independently, and exercise sound judgment with minimal supervision.

Nice To Haves

Bilingual or multilingual communication skills.

Responsibilities

Handle sensitive business, executive, and personal matters confidentially and discreetly.
Coordinate personal appointments and scheduling when needed.
Provide proactive, trusted support to the CEO and help translate executive priorities into action.
Manage the CEO’s dynamic calendar and align it with strategic objectives and high-priority initiatives.
Evaluate meeting requests and determine whether to schedule, delegate, or redirect them.
Coordinate executive schedules, travel, meetings, and commitments; identify scheduling conflicts and develop solutions.
Develop and maintain daily and weekly plans to support executive priorities and productivity.
Arrange domestic and international business travel, including flights, accommodations, ground transportation, itineraries, and contingency arrangements, when requested.
Coordinate the CEO’s participation in conferences, business meetings, industry events, and other professional engagements, when requested.
Serve as the primary liaison between executive leadership and key vendors, contractors, and service providers.
Oversee vendor agreements, contract renewals, and related administrative documentation; monitor vendor performance and follow up on commitments and deliverables.
Maintain accurate, accessible records of contracts, agreements, and essential business documents.
Provide administrative and analytical support for high-priority initiatives, research, and special projects as needed.
Develop and implement systems, workflows, and processes that improve efficiency and consistency.
Monitor project milestones, deadlines, and deliverables to support timely completion.
Identify operational inefficiencies and potential challenges, and recommend practical solutions.
Support initiatives that advance organizational goals and business performance.
Maintain visibility into executive commitments, leadership decisions, and outstanding action items.
Follow up with leaders and stakeholders to help ensure responsibilities and deadlines are met.
Track key business initiatives and provide timely status updates.
Identify execution risks, delays, and barriers, escalating concerns when appropriate.
Maintain momentum on critical projects and ensure follow-through between leadership meetings.