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Senior Executive Assistant

Primary Location Minneapolis-St. Paul-Bloomington, Minnesota Job ID R100581 Apply

TheSr.Executive Administrative Assistant will provide extensive administrative support to theChief ExecutiveOfficerand Chief Compliance Officer. TheSr.Executive Administrative Assistant will be a highly resourceful team-player who is comfortable working independently in a fast-paced environment, sometimes under pressure while remainingprofessional,flexible, proactive and efficient. 

Responsibilities:

  • Anticipating the executives’ needs and proactively bringing together appropriate people and resources to support the executive in addressingneeds andissues.

  • Completes a broad variety of administrative tasks including: 

  • Managing an extremely active calendar of appointmentsandensuresthe senior executiveis fully briefed for all appointments and any materials have beenprovided;

  • Completing expensereports;

  • Composing and preparing correspondence that is sometimesconfidential;

  • Reviewing outside mail, scanning and filing documents, 

  • Screening phone calls and visitors, 

  • Updating Outlook contacts, 

  • Maintaining executive files, 

  • Arranging detailed travel plans, itineraries, and agendas; and 

  • Compilingdocuments for travel-related meetings.

  • Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.

  • Leadprojects and initiatives in support of the executive leader.

  • Effectively handleBoard of Directorsrelated activities and communications with a high degree of professionalism, accuracy and confidentiality.

  • Preparehigh-quality, professionalmaterial and documents for various meetings and events, including use of PowerPoint, drafting memos, Excel spreadsheets etc.

  • Manage invoices, ensure approvals are obtained and timely submit for payment.

  • Schedule and set-up resources and technology needed for meetings and events, e.g., conference rooms, catering,Microsoft Team (or other video conferencing systems).

  • Plan and organize logistics of large and/or offsite events, using internal resources as needed.

  • Answer and triage incoming calls for Executive leader.  Evaluate the calls in terms of importance and use independent judgment totake proactive action.

  • Function as a resource for others on the executive assistant team, including providing back-up coverage as needed.

  • Represents the executives by welcoming visitors, arranging companyfunctions;answering questions and meeting requests directed to the executive office.

  • Performs other duties as assigned.

Job Qualifications

  • Bachelor’sdegreeor equivalent combination of education and experience

  • 7+ years of administrative experience, preferably 3 recent years of support for senior level executivesin a fast-paced environment

  • 5+ years of experience with Microsoft Office Suite (creating and editing;specificallyWord, PowerPoint and Excel)

  • Experience coordinating large meetings, including WebEx virtual meetings and teleconferences

  • Ability to manage multiple tasks/projects and deadlines simultaneously with strong attention to detail

  • Excellent verbal and written communication and grammatical skills

  • High level of professionalism and demonstrated ability to handle confidential information accordingly is crucial.

  • Proficient with technology including mobile devices.

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