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Administrative Coordinator

2 months ago

Minneapolis, Minnesota, United States Ultimate Staffing Full time

Key Responsibilities:

  1. Welcome clients, customers, and visitors in a professional manner, and manage incoming calls by directing them to the appropriate personnel.
  2. Supervise office functions to guarantee operational efficiency, including overseeing mail distribution, inventory of office supplies, maintenance of equipment, stocking kitchen essentials, and managing parking logistics.
  3. Compile meeting materials and packets for weekly organizational meetings by collecting information from various departments including Management, Accounting, and Investment.
  4. Provide continuous administrative assistance to Management, which includes project support, event planning, personal errands, travel arrangements, and other necessary tasks.
  5. Coordinate logistics for conferences, including venue selection, travel arrangements, activities, and registration for marketing and investment team members.
  6. Support marketing initiatives for conferences, calling trips, and other events by scheduling appointments, creating promotional materials, and tracking follow-up actions.
  7. Enter client activity data into the contact management system to maintain accurate records for weekly marketing reports.
  8. Assist with marketing email campaigns by generating mailing lists, responding to inquiries, and monitoring campaign feedback.
  9. Conduct data entry for Accounts Payable by inputting invoices into the accounting system and reconciling monthly credit card statements.
  10. Prepare and reconcile expense reports for Management, including data entry into the expense management system, and maintain a record of gifts.

Qualifications:

  1. A Bachelor's Degree is preferred.
  2. 2-5 years of experience in administrative support roles (such as Administrative Assistant, Office Coordinator, Executive Assistant, etc.).
  3. Proficiency in Microsoft Office Suite, particularly Word and Excel.
  4. Ability to take initiative and work effectively under tight deadlines.
  5. Professional presentation in all forms of communication is essential.

Additional Information:

  1. Compensation: $65,000-$75,000 annually plus a 10% annual bonus.
  2. Work Environment: 100% onsite.
  3. Working Hours: Monday to Friday, 8 AM to 5 PM.

All qualified candidates will be considered for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws.