Executive Assistant

DH Blattner•Avon, MN

15h•$31 - $42

About The Position

A DAY IN THE LIFE Provides high-level technical, administrative, and efficiency support to leaders including managing calendars coordinating travel arrangements, assisting with compiling data for and preparing reports, preparing/editing presentations, and researching material. STEP INTO THE ROLE Takes a proactive approach to anticipate the needs of leaders to assist them with being organized and prepared. Coordinates, prioritizes, and schedules meetings according to various schedules and travel. Provides reminders, prepares and distributes reports, agendas, and materials for meetings, and coordinates meals as requested. Partners with support staff on an ongoing basis to coordinate multiple demanding calendars. Compiles notes and moderately complex data from meetings. Creates and maintains various databases and spreadsheet files. Attends meetings to take and distribute minutes. Tracks progress and completion of action items and provides reminders. Fulfills travel requests by reserving flights, and arranges for lodging, rental cars, and parking. Prepare itineraries and travel schedule changes as needed. Supports leaders by coordinating their mail and calendar when they are out of the office and determines level of priority for requests.

Requirements

Minimum of 5 years assistant experience required, preferably supporting senior or executive leadership
Broad knowledge of office procedures, office equipment and computer software normally gained through two-year post high school degree and on the job experience

Nice To Haves

Ability to think outside of the box with a sense of urgency
Must have the initiative and assertiveness to proactively perform as an agent for the assigned leaders

Responsibilities

Managing calendars
Coordinating travel arrangements
Assisting with compiling data for and preparing reports
Preparing/editing presentations
Researching material
Taking a proactive approach to anticipate the needs of leaders to assist them with being organized and prepared
Coordinates, prioritizes, and schedules meetings according to various schedules and travel
Provides reminders, prepares and distributes reports, agendas, and materials for meetings, and coordinates meals as requested
Partners with support staff on an ongoing basis to coordinate multiple demanding calendars
Compiles notes and moderately complex data from meetings
Creates and maintains various databases and spreadsheet files
Attends meetings to take and distribute minutes
Tracks progress and completion of action items and provides reminders
Fulfills travel requests by reserving flights, and arranges for lodging, rental cars, and parking
Prepare itineraries and travel schedule changes as needed
Supports leaders by coordinating their mail and calendar when they are out of the office and determines level of priority for requests