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SR EA to the CEO and President/CFO

4 months ago

Minneapolis, United States Steele Recruiting Full time
Job DescriptionJob Description

Steele Recruiting LLC is an executive Administrative Assistant Retained Search firm located in Minneapolis, Minnesota, specializing in Executive Administrative Assistant permanent placements 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 Doran Companies for a Sr Executive Administrative Assistant to the CEO and President/CFO, in their beautiful state-of-the-art corporate offices located in Bloomington, Minnesota.

Position Purpose

As the Senior Executive Assistant, your primary responsibility is to the CEO and President/CFO-co-owners of the company, with light support to the COO. You will seamlessly support the executives in both professional and personal capacities. Essential qualities for success in the role include meticulous organizational skills, discretion, and adaptability.

The role requires a highly committed professional, adept at blending professional and personal support. Dedication to executives' needs, both within and outside the professional realm, enhances their overall success, and positively impacts the company.

Doran Companies Mission: TOGETHER, WE BUILD PRIDE AND VALUE IN REAL ESTATE. Doran transforms visions into reality as they bring an integrated, collaborative approach to every project, from development to design to construction to property management to build pride and value in real estate.

Doran Core Values

Integrity - They walk our talk.

Dedicated - They work hard.

Innovative - They ask why.

Unified - They are one team.

Primary Responsibilities Include

Executive Administrative Support for the CEO and President/CFO

  • Support the CEO and President/CFO as their right-hand confidant and executive administrative partner.

  • Calendar management- prioritizing the most sensitive matters, mitigating any scheduling conflicts, communicating and confirming logistics, pivoting with last-minute changes, and forecasting potential roadblocks.

  • Email management: Manage inbox, and provide assistance with written correspondence such as writing and editing emails and drafting memos and other communication materials.

  • Travel Coordination: Coordinate domestic travel arrangements, including air, hotel, and car rental, with detailed itineraries, managing potential challenges and changes.

  • Meeting Preparation: Prepare Executives for meetings, events, speaking engagements, etc., ensuring executives are well-equipped with necessary information and materials. Manage a cadence of Executive Leadership meetings with the CEO and President/CFO. Manage on and off-site event planning, including catering and venue preparation. Attend meetings as required.

  • Project and Task Prioritization: Assist in managing projects as requested, prioritizing tasks, and ensuring deadlines align with executives' priorities.

  • Liaison and Gatekeeper: Act as a liaison between executives and internal/external stakeholders, representing the company as an extension of the C-Suite, demonstrating polished demeanor and excellent communication, both written and verbal. Protect executive calendars to ensure balance and effectiveness to meet daily objectives.

  • Information and Document Management: Manage highly confidential information professionally and personally for Executives, with the highest degree of discretion. Manage documents in Sharepoint, including scanning and organizing documents.

  • Personal Assistance: Manage select personal matters, (up to 25%) including the intersection of personal and professional calendars to ensure executives' well-being and work-life integration.

Executive Administrative Support for the COO

  • Light duties as assigned, light travel and meeting planning

What makes this opportunity Unique?

You will join forces with an acclaimed, WBENC-certified women-owned business. This is an award-winning commercial and residential real estate company that serves clients across the country. You will collaborate with a team of dedicated, innovative professionals, working closely with the Executives to support their administrative needs. This role offers the chance to grow in your career with added responsibilities, refining your industry knowledge and business acumen.

Required Skills / Abilities

  • Exceptional Organization: Ability to efficiently manage and organize complex schedules, tasks, and priorities for multiple executives.

  • Effective Communication: Proficiency in clear and concise communication, both written and verbal, to liaise with multiple stakeholders. Expert proofreading skills with high attention to detail.

  • Versatile Task Management: Strong multitasking abilities to handle diverse responsibilities for multiple executives concurrently.

  • Tech Savvy: Advanced proficiency in office software and executive support tools to streamline tasks and communication. Teams, Zoom, One Note, Microsoft 365, and SharePoint

  • Discretion and Confidentiality: Demonstrated ability to handle sensitive information with utmost discretion and maintain confidentiality.

  • Adaptability: Flexibility to adapt to each executive's varied needs and preferences.

  • Proactive Problem-Solving: Capacity to anticipate challenges and proactively address issues that may arise in supporting multiple executives. Able to make decisions when and where appropriate on behalf of the executives. Ability to work independently and in ambiguous situations.

  • Time Management: Strong time management skills to effectively meet deadlines and prioritize tasks across different executives

  • Detail-oriented: Keen attention to detail to ensure accuracy in managing diverse responsibilities.

  • Interpersonal Skills: Excellent interpersonal skills to build positive relationships with each executive and other stakeholders.

  • Team Player: Ability to collaborate seamlessly with other staff and team members to ensure cohesive executive support.

  • Professional Demeanor: Maintain a professional demeanor in various situations and interactions, reflecting positively on the executives and the organization.

  • Business Acumen: Ability to navigate and comprehend various aspects of the business, make appropriate decisions, and help drive company initiatives administratively

  • Travel: Ability to travel locally for meetings as needed

Education / Experience Requirements

  • Bachelor's degree in business administration, Management, or a related field- preferred or equivalent work experience

  • Minimum 5+ years of proven CEO or equivalent C-Suite executive support experience in a busy corporate environment, with experience supporting multiple executives simultaneously

  • Advanced proficiency with Outlook, Outlook Calendar as well as key applications such as Word, Excel, PowerPoint, and web/video conferencing skills required.

  • A strong team player, who thrives in a collaborative setting and can work with individuals at all levels of the organization.

  • Exceptional attention to detail with strong problem-solving skills.

  • Executive-level written and verbal communication skills. Experience interacting with external and internal executives and constituents.

  • Skilled in the use of standard office equipment (e.g., copiers, business telephone systems).

Compensation

  • Highly Competitive Sr Executive Assistant to C-Suite compensation

  • Medical, Dental, Vision

  • HSA

  • FSA

  • Wellbeing program

  • Financial Well-Being program

  • 401(k) with company match

  • Life Insurance

  • Life AD&D

  • Identity Theft Assistance

  • PTO

  • 8 Paid Holidays

  • Bonus

Doran 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.