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Executive Personal Administrative Assistant

2 months ago

Minneapolis, United States Steele Recruiting Full time
Job DescriptionJob Description

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 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 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 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 Administrative Assistant to the CEO will provide comprehensive 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 with the ability to manage a wide variety of tasks and priorities.

What makes this opportunity unique?

You will support a dynamic CEO, in a certified WBENC Women 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.

You will work in a design firm that focuses on having fun, and celebrating team wins, while being the anchor of communication between the team members, CEO, vendors, and clients. *Added bonus: Free parking included

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:

    • Manage CEO's busy calendar, schedule meetings, and coordinate Zoom calls.

    • Communicate with the team, clients, vendors, and partners both verbally and in writing including memos and emails.

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

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

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

    • Coordinate travel and related activities, including lodging, meals, and detailed itineraries partnering with an outside travel agent.

    • Schedule or assist with personal appointments, light errands, and various miscellaneous support as requested.

Office Responsibilities:

Working directly with the CEO on the management of the office and office activities including daily operations, coordinating with the leadership team, client hospitality events, group volunteer events, office daily needs and overall communication for the office.

  • Assist with hosting meetings by setting up catering and technology, ensuring a welcoming environment.
  • Help plan and organize fun team meetings, parties, outings, and volunteer events.
  • Maintain smooth communication with IT and HR vendors, and oversee basic contract details.
  • Assist with tracking the calendar for insurance, healthcare, and 401K renewals, and provide the CEO with simple reports on employee labor hours and PTO.
  • Handle minor IT issues and escalate as needed.
  • Support PR calls for CEO, and assist consultants with photo shoots and access to necessary information.
  • Coordinate and manage purchases for vendors, office equipment, supplies, and gifts for clients or employees.

Requirements:

  • Bachelor's degree or higher required

  • 5-7+ 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, and Outlook

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

  • Outstanding organizational and time management skills including strong attention to detail, excellent verbal and written communication including report-writing and proofreading skills

  • Familiarity with Squarespace is a plus, for updating the website with minor media and project posts (not required)

  • Works in-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

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.