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Executive Assistant
3 months ago
Location: Hybrid 2 days per week in Eagan, MN
Role Overview: The Executive Assistant provides high-level administrative support to multiple executives, handling a broad spectrum of tasks that are critical and confidential. Initially supporting four Vice Presidents, the role may adapt to support changes in executive staffing.
Key Responsibilities:
Efficiently manage executive calendars, ensuring professional communication while responding to and forwarding messages.Independently create and design reports, documents, presentations, and spreadsheets, adhering to established templates when necessary.Coordinate scheduling for in-person and virtual meetings, reserve conference rooms, and arrange travel itineraries.Proactively anticipate executive needs with minimal guidance.Field and screen incoming calls, visitors, and emails, tailoring the approach to each Vice President's preferences.Address inquiries, providing information as needed, and occasionally handling complex queries.Compose draft correspondence for executive review and finalization.Identify and address potential issues proactively, often without assistance.Master and provide support for technology used in meetings and presentations, including teleconferencing and various devices.Generate and oversee administrative support tickets as required.Offer leadership and assistance to the administrative assistant team when necessary.Undertake additional tasks as assigned.
Essential Skills & Experience:
Minimum of four years' experience in executive support, considering all relevant backgrounds including work history, education, transferable skills, and military service.Proficient in advanced calendar management and scheduling.Expertise in Microsoft Office Suite (Word, Excel, PowerPoint).Familiarity with virtual meeting platforms like Microsoft Teams and Zoom.Strong organizational abilities, coupled with effective communication and relationship-building skills.Discretion in handling confidential information.Professional and approachable demeanor with all internal and external contacts.Judicious and timely in addressing sensitive internal matters.Competent in written communication.Quick learner with the ability to grasp organizational structure, policies, and procedures.Skilled in negotiation and customer engagement, with the ability to redirect inquiries appropriately.Capable of managing multiple tasks under strict deadlines and maintaining high-quality standards.Autonomous decision-making and problem-solving capabilities.Eagerness for ongoing learning and development.
Preferred Qualifications:
Associate's degree.Experience with ServiceNow or similar ticket management systems is advantageous.
