Executive Assistant/ Office Manager

Tailwind Voice & Data•Minnetonka, MN

11d•$54,000 - $63,000•Onsite

About The Position

The Executive Assistant / Office Manager is a dynamic, high-trust partner to TailWind Voice & Data’s owners and leadership team. The role manages executive priorities, prepares reports, keeps leadership organized and informed, oversees day-to-day office operations, and provides support across sales, legal, finance, operations, vendor management, and human resources. The position serves as a point of contact among leadership, departments, clients, and vendors, requiring professionalism, discretion, attention to detail, sound business judgment, and strong communication and organizational skills. The ideal candidate takes initiative, works independently, anticipates needs, and readily supports colleagues across the organization. This is an onsite position in Minnetonka, Minnesota; only local candidates will be considered. TailWind offers competitive pay based on experience, with a stated range of $54,000 to $63,000.

Requirements

At least 5 years of administrative experience, including at least 3 years supporting owners or executive leadership.
Experience preparing, maintaining, and presenting reports for leadership.
Strong Excel skills, including formulas, pivot tables, and charts.
Office management experience, including vendor and supply management and liaising with property management regarding facilities needs.
Proficiency with Adobe, Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), and general office technology.
Accurate data entry and typing speed of at least 50 WPM.
Experience coordinating meetings, including preparing agendas, taking notes, tracking action items, and arranging logistics.
Experience planning and executing events and coordinating new-hire onboarding.
Demonstrated initiative and ability to work independently, support colleagues across departments, manage competing priorities, and handle confidential information discreetly.
Strong organization and time management, attention to detail, written and verbal communication, discretion, judgment, analytical and reporting skills, customer service orientation, flexibility, adaptability, and a positive attitude.

Nice To Haves

Experience with HRIS, CRM, or accounting systems.

Responsibilities

Serve as the primary support contact for TailWind’s owners and leadership team, anticipate needs, manage priorities, track action items and deadlines, follow up on deliverables, handle sensitive matters discreetly, and act on leadership’s behalf as directed.
Compile, prepare, and distribute recurring and ad hoc operational, financial, and sales reports; gather and reconcile data from company systems and departments; maintain accurate confidential records; and summarize findings to support decisions.
Assist with owners’ and leadership calendars, schedule meetings, send reminders, prepare agendas and materials, and capture meeting notes and follow-up action items.
Draft and edit correspondence, reports, RFP responses, presentations, and other documents; proofread for accuracy and formatting; work with legal to prepare forms and templates; and create spreadsheets and presentations as needed.
Oversee daily office operations, monitor and reorder supplies, manage supplier relationships, vet vendors and products, liaise with property management about equipment and facilities, and serve as the primary contact for office inquiries.
Coordinate new-hire training schedules, prepare onboarding packets and materials, schedule orientation and first-week meetings, ensure workspace, equipment, and system access are ready before start dates, and track onboarding tasks and required paperwork.
Coordinate leadership meetings, trainings, and internal events; assist with conference participation; and plan and execute employee, client, and vendor appreciation events.
Book travel, prepare itineraries, and process and reconcile expense reports and reimbursements.
Act as a point of contact among leadership, departments, clients, and stakeholders; draft internal communications and announcements; direct calls, manage mail, greet visitors, and respond to routine inquiries.
Perform additional duties as assigned to support leadership and the organization as business needs evolve.