Administrative Assistant

Ultimate Staffing; Minneapolis (MN); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Medical coverage options

Dental and vision benefits

Life insurance

Paid time off and holidays

Job summary

Ultimate Staffing is seeking an Administrative Assistant to support leadership and multiple business functions. This 100% onsite role in Minnetonka, MN, offers calendar management, onboarding coordination, document drafting, and cross-functional support.

The position requires 3+ years of administrative experience, strong MS Office skills, and excellent communication. Compensation is $55,000–$65,000 annually with a Monday–Friday schedule from 8:00 AM to 5:00 PM.

Qualifications

• 3+ years of Administrative Assistant experience.
• Experience supporting executive-level leadership.
• Experience coordinating meetings and events.
• Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication.
• Strong organizational and time-management abilities.
• Professional presence with a customer-service mindset.
• High attention to detail and problem solving.
• Ability to manage multiple priorities independently.

Responsibilities

• Manage calendars, schedule meetings, send reminders, and prepare materials for leadership.
• Coordinate onboarding activities and provide admin support across functions.
• Draft, edit, and format correspondence, reports, and presentations.
• Maintain records, databases, and confidentiality of data.
• Generate reports and assist with documents, templates, and projects.
• Answer calls, welcome visitors, and manage mail flow.
• Monitor office supplies and coordinate purchasing.
• Communicate with vendors and building management on office needs.
• Coordinate meetings, trainings, and employee events.
• Arrange travel, itineraries, and expense reports.
• Liaise between departments and external stakeholders; handle inquiries.
• Assist with additional admin and operational duties.

Skills

Administrative experience

Executive support

Meeting coordination

Microsoft Office

Communication

Organization & time management

Professional presence

Attention to detail

Multitasking

Job description

About the Role

Are you a highly organized administrative professional who enjoys supporting leadership, coordinating projects, and keeping an office running smoothly? We are seeking an experienced Administrative Assistant to serve as a central resource for executives and multiple business functions while helping ensure efficient day-to-day operations.

Job Title

Administrative Assistant

Location & Contract

Minnetonka, MN | Onsite | Contract-to-Hire

Compensation & Schedule

• $55,000 - $65,000 annually, depending on experience
• Monday-Friday, 8:00 AM-5:00 PM
• 100% onsite in Minnetonka
• Contract-to-hire opportunity

What You'll Do

• Manage calendars, schedule meetings, send reminders, and prepare meeting materials for leadership.
• Coordinate onboarding activities and provide administrative support across multiple business functions.
• Draft, edit, proofread, and format correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain accurate records, databases, and company information while ensuring confidentiality and data accuracy.
• Generate reports and assist with document preparation, templates, and special projects.
• Answer and direct incoming calls, welcome visitors, and manage incoming and outgoing mail.
• Monitor office supply inventory, coordinate purchasing, and support day-to-day office operations.
• Communicate with vendors, service providers, and building management regarding office needs, repairs, and facilities maintenance.
• Coordinate meetings, trainings, conferences, employee events, and appreciation activities.
• Arrange travel accommodations, prepare itineraries, and process expense reports and reimbursements.
• Serve as a liaison between departments and external stakeholders while supporting internal communications and responding to routine inquiries.
• Assist with additional administrative and operational duties as assigned.

We’re Looking For

Required Qualifications

• 3+ years of Administrative Assistant experience
• Experience supporting executive-level leadership
• Experience coordinating meetings and events
• Strong Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities
• Professional presence and customer-service mindset
• High attention to detail and strong problem-solving skills
• Ability to manage multiple priorities independently

Preferred Qualifications

• Experience with office facilities coordination
• Experience managing office supply inventories
• Typing speed of 50+ WPM
• Previous involvement with onboarding or employee support activities

Benefits

During Contract Assignment

• Medical coverage options
• Dental and vision benefits
• Accident and critical illness coverage
• Life insurance and short-term disability
• Earned Safe & Sick Time
• Employee discount programs

Upon Permanent Hire

• Employer-sponsored medical coverage
• HSA and FSA options
• Dental insurance
• 401(k) with company match
• Paid time off
• Paid holidays and floating holiday
• Additional birthday PTO hours

Why Join Us?

• Positive and collaborative team environment
• Strong focus on employee appreciation and engagement
• Community involvement opportunities
• Stable organization seeking a long-term team member
• Opportunity to make a significant impact across multiple departments

All qualified applicants will receive consideration 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, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.