Executive Assistant/ Office Manager

Tailwind Voice & Data•Minnetonka, MN

10d•Onsite

About The Position

TailWind Voice & Data is seeking an Executive Assistant / Office Manager to support the owners and leadership team while overseeing day-to-day office operations. This dynamic, high-trust role manages executive priorities, prepares reports, keeps leadership organized and informed, and supports sales, legal, finance, operations, vendor management, and human resources. The EA serves as a point of contact among leadership, departments, clients, and vendors, and is expected to exercise professionalism, discretion, attention to detail, sound business judgment, and strong communication and organizational skills. The ideal candidate is proactive, self-sufficient, anticipates needs, and readily helps colleagues across the organization. This position is onsite 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, along with benefits including medical, dental, vision, life and disability insurance, supplemental benefits, a 401(k) match, accrued PTO, paid holidays, floating holidays, and birthday PTO.

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 about 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 words per minute.
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, time management, attention to detail, written and verbal communication, discretion, judgment, analytical and reporting, customer service, adaptability, and self-sufficiency.

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; maintain accurate confidential records; and summarize findings for decision-making.
Assist with owners’ and leadership calendars, schedule meetings, send reminders, prepare agendas and materials, and capture notes and follow-up actions.
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 build spreadsheets and presentations as needed.
Oversee daily office operations, monitor and reorder supplies, manage supplier relationships, vet products and vendors, liaise with property management about equipment and facilities, and handle office inquiries.
Coordinate new-hire training schedules, prepare onboarding packets and materials, schedule orientation and first-week meetings, confirm workspace, equipment, and system access are ready, and track onboarding tasks and paperwork.
Coordinate leadership meetings, trainings, and internal events with employees, clients, and vendors; assist with conference participation; and plan and execute 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 other stakeholders; draft internal communications and announcements; direct calls, manage mail, greet visitors, and respond to routine inquiries.
Take on additional responsibilities as assigned to support leadership and organizational needs.