Assistant, Executive

Element Fleet Management • Minneapolis, MN

16d • Onsite

About The Position

We’re looking for an Executive Assistant to join our team as Executive Assistant. In this role, you will enable Executive Vice President (EVP) effectiveness and wellness via proactive planning and management of the EVP’s focus and impact on strategic priorities and key constituencies. You will ensure the office of the EVP runs smoothly, including calendar, travel, meeting management, on-site client meeting organization, and deliverables. You will also be accountable for effective coordination across stakeholders and Executive Assistant peers, including senior leaders, clients, investors, partners, and employees.

Requirements

• 10+ years’ experience in demanding administrative positions supporting multiple individuals and involving considerable executive exposure.
• Competent in Microsoft Office suite of products.
• Comfortable utilizing AI tools (copilot / GPT).
• Strong organizational skills with the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Proven ability to handle confidential information with discretion.

Nice To Haves

• College/University degree preferred.
• Strong written, verbal, and interpersonal communication skills.
• Robust interpersonal skills with evidence of teamwork and collaboration.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Deep experience with Microsoft platform, expense reporting software, and online tools.
• Judgment in decision making and problem solving while working independently.

Responsibilities

• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the EVP and team.
• Provide sophisticated calendar management for EVP, prioritizing inquiries and requests while troubleshooting conflicts.
• Complete administrative tasks including special projects, meeting preparation, correspondence, travel arrangements, and expense reports.
• Organize calendars, materials, meeting preparation, follow-up actions, decisions, and resolutions.
• Provide support to EVP’s direct reports within the commercial function.
• Schedule departmental meetings and prepare and distribute meeting agendas and materials.
• Lead coordination of on-site client and prospective client meetings, including logistics and IT setup.
• Collaborate with Executive Assistants and Administrative Assistants across the organization.
• Provide backup support to the Executive Assistant cohort for vacations, special events, and leaves of absence.
• Provide hospitality to office guests and help create a welcoming work environment.

Benefits

• Comprehensive health and welfare benefits that serve the needs of you and your family and foster a culture of wellness
• Additional benefits and amenities, including paid time-off programs (vacation, sick leave, and holidays)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree