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Executive Personal Administrative Assistant

3 months ago

Minneapolis, United States Steele Recruiting Full time

Steele Recruiting LLC is an Executive Administrative Assistant Retained Search firm in Minneapolis, Minnesota, specializing in Permanent Placements for Executive Administrative Assistants and Chief of Staff for C-Suite and Senior Leadership Executives across the United States.

With nearly 20 years in recruitment, we have a solid reputation for quality placements, professionalism, and maintaining confidentiality for every client and candidate.

We are currently partnering with our trusted client Studio BV for an Executive Personal Administrative Assistant to the CEO
located in their beautiful office space in the North Loop area in Minneapolis, Minnesota.

This is your WOW opportunity to join Studio BV, an award-winning multidisciplinary design firm, which affords the unique perspective of working on projects on varying scales and through myriad lenses. They design to accelerate change in culture and communities. This studio was founded to redefine what a design firm can be. If you want to shift your point of view and rethink the way design is delivered, Studio BV is where you belong.

The Executive Personal Administrative Assistant to the CEO is responsible for providing comprehensive support to the CEO. This position requires the ability to anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality. The Executive Personal Administrative Assistant to the CEO has access to sensitive information and supports the CEO including board work and personal assistant needs.

Position Overview:
The Executive Personal Administrative Assistant to the CEO will provide comprehensive administrative, personal, and office management support to ensure the CEO can effectively lead the organization. This role requires exceptional organizational skills, attention to detail, and the ability to handle a wide variety of tasks with discretion and professionalism.

If you are a highly organized and proactive individual with the ability to manage a wide variety of tasks and priorities, we encourage you to apply for the Executive Personal Administrative Assistant to the CEO position. Your support will be critical in enabling the CEO to lead the organization effectively.

What makes this opportunity unique?

You will support a dynamic CEO, in a certified WBENC Woman Owned Business, who with the team, brings creativity to clients wanting to leverage design to drive change. They have deep and diverse experience in workplace, restaurant and retail design, commercial office space, residential and design strategy.

Studio BV knows design changes everything. New spaces inspire people, and create deep connections for not for profit organizations. Their pro bono work in the Design Forward division, helps organizations find solutions in their physical environments, deepening their impact in the community.

Primary Responsibilities

Executive Assistant Support:

Calendar Management:

Manage the CEO’s calendar, schedule meetings, and coordinate Zoom calls and dial-in information.

Ensure all appointments and engagements are well-organized and timely.

Communication:

Communicate with the team, clients, vendors, and partners both verbally and in writing.

Provide personalized and timely support, prioritize inquiries and requests, and make judgments and recommendations to ensure smooth day-to-day engagements.

Administrative Support:

Complete a broad variety of administrative tasks that facilitate the CEO’s ability to lead the organization effectively, including assisting with special projects.

Develop and format information for internal and external communication, such as memos and emails.

Board Support:

Support the CEO’s role with external board of director involvement, including preparing for meetings, coordinating meetings, and engaging with stakeholders.

Travel Coordination:

Coordinate travel and related activities, including lodging, meals, and detailed itineraries.

Ensure all travel plans are well-organized and executed smoothly, partnering with an outside travel agent.

Personal Tasks:

Research, make phone calls, run errands, and schedule or assist with various personal appointments for the CEO.

Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Support the CEO’s household management for an out-of-town home, coordinate with vendors and house management, and communicate on behalf of the CEO.

Office Assistant Responsibilities:

Daily Operations:

Act as an office assistant by assisting in daily operations. Assist the team in client hospitality events, group volunteer events, office daily needs, and overall communication for the office.

Work directly with the CEO on the management of the office and office activities.

Guest Hospitality:

Provide hospitality to all guests and help create a welcoming environment.

Prepare for internal and client meetings by managing the office space, meals, drinks, setup, cleanup, and technology.

Office Supplies:

Maintain office supply inventory, café inventory, and replenish office materials such as snacks, printer supplies, office supplies, etc.

Information Systems Management:

Manage relationships with IT vendors, troubleshooting as necessary including hardware, software, computer support, and internal communications.

New Hire Orientation:

Assist with new hires, including ordering laptops, coordinating parking and security cards, and ordering business cards.

Marketing and PR Support:

Assist with marketing-related tasks, including attending photo shoots.

Assist in PR calls and coordinate consultants' needs for photos and access to information.

Vendor Coordination:

Coordinate and manage purchases for various vendors, including services, office equipment, supplies, and gifts for clients or employees.

Requirements:

7+ years of previous experience as an Executive Assistant, or Personal Administrative Assistant to the CEO, President, C-Suite Executive, UHNW, or similar role

High proficiency in all Microsoft Programs, Word, Excel, PowerPoint, Outlook

Ability to design and edit graphic presentations and materials in Adobe InDesign

Outstanding organizational and time management skills, strong attention to detail and proofreading skills

Familiarity with office equipment (e.g. e-calendars, laptops, and printers)

Excellent verbal and written communication skills

Professional appearance in the office

Familiarity with Squarespace is a plus, in updating the website with minor media and project posts

Works in the office and acts as a beacon for the team

Able to maintain a high level of integrity and discretion in handling confidential information

Experience making appropriate, informed decisions regarding priorities and available time

Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

Ability to switch gears at a moment's notice

Detailed and professional report-writing skills

Personal Attributes:

Positive and adaptable personality

Professional appearance in the office

Work Environment:

This is an in-office position and may require occasional local travel for meetings.

Some flexibility in working hours is necessary to accommodate the CEO’s schedule and needs, and after-hour events.

Benefits:

This position is an outstanding opportunity for a highly motivated executive assistant to assume a pivotal role in a growing, highly respected organization.

Compensation for this role is highly competitive. The starting salary will be commensurate with the candidate's experience.

Health, dental, vision, long-term disability, short-term disability, life insurance, Wellness benefit, and FSA

PTO and holidays

Employer-paid long-term disability, short-term disability, and life insurance

Employer paid 401(k) contributions

Employer-paid HSA contributions

Parking is paid for in an adjacent ramp

Discretionary year-end bonus

Studio BV is committed to complying with all laws prohibiting discrimination in employment and is proud to provide equal employment opportunities to applicants and employees without discrimination based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by local, state, and federal law.