Executive Assistant

MNGI • Minneapolis, MN

26d • Hybrid

About The Position

This full-time Executive Assistant position (40 hours/week) supports the Chief Operations Officer. The role involves complex and confidential administrative functions, including calendar management, meeting coordination, minute-taking, report preparation, and correspondence. The Executive Assistant will also assist the management team with projects, serve as a backup for the administrative team, and manage the Employee Appreciation program. Accuracy, attention to detail, and the ability to maintain confidentiality are crucial. The position requires strong organizational, communication, and interpersonal skills, with proficiency in Microsoft Office applications.

Requirements

• High School Diploma or GED required.
• Microsoft Office applications (advanced)
• Exceptional customer service skills
• Strong interpersonal skills and self direction
• Active listening
• Critical thinking
• Organization and time management
• Multitask and be detail oriented
• Anticipate scheduling and administrative needs
• Problem solve, prioritize and meet deadlines
• Communicate effectively verbally and in writing
• Communicate effectively with internal and external customers at all level.
• Work independently as well as in a team environment
• Type proficiently and accurately
• Regular attendance is required.
• Ability to perform each essential function satisfactorily.

Nice To Haves

• Associate’s degree or greater is preferred.
• 5+ years of Administrative Assistant experience is preferred.

Responsibilities

• Perform complex and confidential functions for Chief Operations Officer including: Accurately maintain calendars and communicate any changes in a timely manner.
• Coordinate meetings and conferences including meeting invitations, confirmations, food, AV needs, agendas, handouts, and preparing the meeting room as necessary.
• Take accurate and complete meeting minutes and distribute them to the appropriate individuals.
• Gather information and prepare reports required for business decisions.
• Prepare accurate letters, memos, PowerPoint presentations and other correspondence.
• Proofread for accurate spelling, grammar and layout. Is responsible for accuracy of final information.
• Open mail, respond to requests for information, draft written responses or replies by phone or e-mail when necessary.
• Answer telephone for manager when the manager is unavailable. Take messages or respond to routine requests. Redirects phone calls as appropriate.
• Assist members of the management team with projects and assumes project-management responsibility where appropriate.
• Maintain familiarity with office operations and able to fill in where necessary, serve as back up and as support for Administrative team.
• Acts as a resource to employees for consultation on compliance issues.
• Oversight and management of the Employee Appreciation program working with the Chief Operations Officer and vendors to execute quarterly gifting.
• Complete all projects accurately within deadlines set by manager.
• Respect and maintain confidential information regarding customers, co-workers and organizational business.
• Any and all other duties as assigned.

Benefits

• Health Coverage: Medical, Dental & Vision Insurance
• Retirement: 401(K) with Company Match, Profit Sharing
• Time Off: Generous PTO, Holiday Pay, Floating Holiday
• Disability Coverage: Short & Long-Term Disability
• Paid Leave and Disability: Two Weeks Paid Parental Leave
• Performance Incentive: Discretionary Bonus Based on Company, Department, and Individual Goals

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED