Executive Assistant & Office Manager

Careen•Eden Prairie, MN

10d•Hybrid

About The Position

Be the Connection Behind the Leadership. Keep the Details Moving. Make an Impact. At Windings, Inc., we’re not looking for someone to simply manage calendars and schedule meetings. We’re looking for someone who anticipates what’s needed, brings order to competing priorities, and helps our executive leadership stay focused on moving the business forward. As our Executive Assistant, you’ll work closely with the President & CEO, Board of Directors, and Executive Leadership Team while playing an important role in the day-to-day operations of the organization. From coordinating executive and Board meetings and managing complex schedules to supporting legal administration, facilities, vendors, and company events, you’ll be a trusted resource across the business. If you’re someone who is two steps ahead, exceptionally organized, comfortable handling confidential information, and energized by being the person who makes things happen behind the scenes, we’d love to meet you. Windings, Inc. is a 100% employee-owned company, meaning every employee-owner shares in our success. Our unique ESOP plan contributes to your retirement at no cost to you. For over 60 years, we’ve built custom motors and components for some of the world’s toughest environments, from outer space to the battlefield, racetracks, and deep drilling sites. This position can either be located in our office in Eden Prairie, MN or at our facility in New Ulm, MN.

Requirements

Bachelor’s degree preferred.
At least 5 years of related administrative support experience, including a minimum of 3 years in a senior-level administrative or office management role.
Exceptional attention to detail and organizational skills.
Demonstrated ability to handle sensitive and confidential information with discretion and integrity.
Strong written and verbal communication skills with the ability to prepare accurate, professional business correspondence.
Advanced proficiency with Microsoft 365, including Word, Excel, PowerPoint, Outlook, and Teams.
Experience with contract management databases and digital signature platforms such as DocuSign.
Strong problem-solving skills and the ability to work independently with minimal supervision.
Ability to manage multiple priorities, shifting demands, deadlines, and unexpected changes in a fast-paced environment.
Strong interpersonal skills and the ability to build effective working relationships at all levels of the organization.
Ability to understand and communicate organizational priorities and respond appropriately on behalf of the President & CEO when needed.
Successful applicants will be required to verify their identity and their status as a U.S. citizen or national, U.S. lawful permanent resident, or person granted refugee or asylee status (or equivalent) in the U.S.; OR undergo additional steps, including but not limited to licensure from the Directorate of Defense Trade Controls (DDTC) in the Bureau of Political-Military Affairs at the U.S. Department of State and/or the Bureau of Industry and Security (BIS) at the U.S. Department of Commerce.

Responsibilities

Provide high-level administrative support to the CEO, Board of Directors, and Executive Leadership Team, including email and file management and complex meeting logistics.
Coordinate executive programs, Board and subcommittee meetings, including agendas, presentation materials, live meeting minutes, and follow-up on action items.
Prepare and refine presentations for strategy sessions, company-wide meetings, and leadership workshops.
Manage executive calendars, proactively resolve scheduling conflicts, and coordinate domestic and international travel, including flights, hotels, and transportation.
Serve as an administrative resource for the General Counsel, supporting legal operations and workflow coordination.
Assist with drafting, proofreading, formatting, and redlining legal correspondence, non-disclosure agreements (NDAs), standard contracts, and corporate filings.
Maintain confidential corporate legal records and repositories, including digital filing, document retention, and version control.
Maintain contract management records and track execution milestones, expiration dates, notice periods, and renewal deadlines.
Coordinate legal discovery documentation requests and assist with compliance filings as directed by General Counsel.
Coordinate office purchasing, including supplies, furniture, and technology equipment, within established procurement policies and budgets.
Oversee third-party facility vendors, including janitorial services, maintenance contractors, shipping and delivery personnel, and property management representatives.
Coordinate office operations, layout changes, workstation moves, additions, and internal reorganizations.
Maintain ITAR and EAR visitor compliance requirements, including visitor sign-in, escort, and identification verification procedures.
Plan and coordinate employee engagement activities, company celebrations, conferences, and other internal and external events.
Complete executive expense reports, process and approve administrative invoices, and monitor departmental supply expenditures.
Provide additional administrative and operational support as business needs arise.