Executive Assistant

***This is a Hybrid position requiring 2 days a week in the downtown Minneapolis Office***

We are looking for a highly organized, energetic, and resourceful Executive Assistant to support our Vice President of Branding & Communications and Vice President of Operations, Integration & Transformation. In this vital role, you’ll manage a variety of administrative, project management, and communication tasks that contribute directly to the success of our leadership team. If you thrive in a fast-paced environment and enjoy being at the heart of operations, this role is perfect for you! You'll also have the opportunity to coordinate events and social media, and help manage scheduling, international travel, and high-level communications with confidence and professionalism.

Essential Duties & Responsibilities

Administrative Support:

• Maintain thorough knowledge of department and company policies, procedures, and software applications; stay up to date with software usage and business line products/operations.

• Manage and maintain supervisor schedules by updating Outlook calendars, arranging meetings, and optimizing time efficiency, including prioritizing events and alerting supervisors of conflicts.

• Coordinate domestic and international travel arrangements, including flights, accommodations, car rentals, and creating detailed itineraries, process expense reports promptly and in line with corporate guidelines.

• Handle daily administrative tasks such as purchasing, meeting minutes, vendor invoice processing, and maintaining an organized filing system (electronic and physical).

• Support operational efficiency by ensuring the team has the necessary resources, managing vendor expenses, and processing purchase orders and invoices.

Project Support:

• Lead corporate event and meeting coordination, including agenda creation, participant management, and ensuring proper meeting resources (AV, catering, etc.).

• Take minutes during senior leadership meetings and ensure follow-up on action items and deliverables.

• Manage special projects such as employee appreciation events and engagement activities, ensuring smooth execution and communication.

Communications Assistance:

• Support VP of Communications in social media content creation and media tracking

• Assist in drafting, reviewing, and formatting various communications, such as presentations, emails, speeches, and reports, ensuring a consistent and professional tone.

• Manage distribution of divisional newsletter and announcements via internal email platform

Education

• Minimum: High school or equivalent experience with heavy concentration in business and/or administrative related courses

• Preferred: Bachelor of Science/Bachelor of Arts degree from an accredited college or university with a focus on business, communications or related field is strongly preferred

Experience

• 5+ years of executive administrative experience or other related experience, supporting a global leader/team in a for-profit environment

• Experience working successfully within a global, matrix organization with multiple product lines and a complex organizational structure

• Proven track record of success operating within a top-performing team/function especially in environments leveraging geographically dispersed teams

• 3+ years of experience coordinating projects for a global leaders/team in a for-profit environment

• Extensive knowledge and prior use of Microsoft office suite products – Outlook, Word, Excel, PowerPoint and SharePoint as well as conference and web-based “live meetings” required

• Must be knowledgeable about international travel including visas and making last minute travel plans and changes to itinerary

• Discretion and the sense of appropriateness of what can be communicated to whom is essential

• Ability to work “before and after hours” if necessary for last minute changes to appointments or travel issues and/or time sensitive project work

• Flexible to handle changing priorities

#LI-Hybrid