Executive Assistant

Coughlan Companies • Eden Prairie, MN

8d • Hybrid

About The Position

Capstone is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide administrative and operational support to three senior executives and help keep its Eden Prairie office running smoothly. The role supports executive scheduling, meetings, travel, expenses, purchasing, invoices, budgets, presentations, reports, and follow-up, while also helping coordinate office operations and employee events. The position is based in the Eden Prairie, Minnesota offices at least four days per week, with the option to work from home on the fifth workday. Approximately 10% travel between Minnesota work locations is required.

Capstone is a mission-driven educational content company focused on supporting teaching and learning, literacy, and a love of reading. The company describes itself as a fast-paced growth company and offers opportunities for professional learning and development, along with a culture of inclusion and belonging.

The role requires professionalism and discretion when handling sensitive information, strong organization and communication, and the ability to work independently, anticipate needs, manage competing priorities, and improve processes. The estimated pay range is $65,000–$85,000. A pre-employment background check is required. Applicants must be authorized to work in the United States; Capstone cannot sponsor or take over sponsorship of an employment visa.

Requirements

• At least 3 years of administrative experience supporting senior leaders or executives.
• Strong organizational skills and ability to manage multiple schedules, projects, and competing priorities.
• Excellent communication and interpersonal skills, with a customer-focused and collaborative approach.
• Strong attention to detail, follow-through, and problem-solving abilities.
• Ability to work independently, take initiative, and anticipate needs.
• Professionalism and sound judgment when handling confidential information.
• At least intermediate proficiency with Microsoft Office, including Outlook, Teams, Copilot, Word, Excel, and PowerPoint.
• Experience coordinating meetings, events, or projects.
• Ability to work from the Eden Prairie, Minnesota offices at least 4 days per week.
• Ability to travel approximately 10% between Minnesota work locations.
• Authorization to work in the United States; visa sponsorship is not available.

Nice To Haves

• Associate’s degree in Business Administration, Human Resources, Communications, or a related field.
• Previous experience supporting HR, business operations, or multiple executive leaders.
• Experience coordinating virtual and hybrid meetings using Microsoft Teams, Zoom, or similar tools.
• Interest in improving processes and leveraging technology to work more efficiently.

Responsibilities

• Manage calendars, coordinate meetings, and support scheduling for three senior executives.
• Coordinate leadership meetings, travel arrangements, and expense reporting.
• Prepare presentations, reports, agendas, and meeting materials; track action items and follow-up.
• Assist with department purchasing, invoice processing, and budget tracking.
• Help prioritize requests and coordinate projects to ensure deadlines and commitments are met.
• Provide backup administrative support to other executive leaders as needed.
• Handle sensitive and confidential information professionally and discreetly.
• Help manage day-to-day operations of the Eden Prairie office and serve as a primary contact for office-related needs.
• Coordinate with building management and office vendors to maintain a welcoming, organized, and functional workplace.
• Manage office supplies, incoming and outgoing mail, packages, and shipping needs.
• Support employee meetings and events, including scheduling, catering, room setup, and IT coordination.
• Coordinate logistics for quarterly planning sessions, monthly All Hands meetings, and other team gatherings.
• Identify opportunities to improve office processes and employee experience.

Benefits

• Capstone describes its benefits as comprehensive and market-competitive, but specific benefits are not listed in the posting.
• Professional learning and development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed