Executive Personal Administrative Assistant

7 days 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 over 20 years in Executive Assistant 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, a multi award-winning multidisciplinary design firm, supporting a female CEO who is a pillar in the Twin Cities community This WBENC certified women owned business was founded in 2015 to redefine what a design firm can be, and is in growth mode

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.

Position Overview:
The Executive Administrative Assistant to the CEO-Betsy Vohs, is responsible for providing comprehensive support to the CEO, as her right hand "Chief of Staff" confidant and "air traffic controller". You will be kept busy with a variety of daily tasks, as you anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality, as you will have access to highly sensitive information, and support the CEO in a variety of tasks and obligations.

What makes this opportunity unique?

You will support a dynamic female 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 is a "family feel" culture, non competitive, focuses on having fun, helps each other and celebrates team wins. You will be the anchor of communication between the team members, CEO, vendors, and clients. *Added bonus: Free parking and annual wellness bonus

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 U of MN Alumni President 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 as requested

Office Responsibilities:

Working directly with the CEO on management of the 15 person office and activities including operations, client hospitality events, fun team and volunteer events, and overall communication hub 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

  • 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 or website and social media is a plus, (not required)

  • 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, professional and adaptable personality

Work Environment:

  • Family Feel team environment, where they support each other and have FUN

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

  • Typical work hours M-F, with light flexibility as necessary to accommodate the CEO's schedule and needs, and events.

Benefits:

  • This position is an outstanding opportunity for a highly motivated senior level executive assistant to assume a pivotal role supporting a dynamic female entrepreneur and CEO, in a growing, highly respected Minnesota 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

  • Annual wellness benefit to use as you wish Spa, plane ticket, etc. The choice is yours

  • PTO and paid 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.


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