Administrative Assistant

Ultimate Staffing Services; 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

Short-term disability

Earned Safe & Sick Time

Employee discount programs

Job summary

Ultimate Staffing Services is seeking an experienced Administrative Assistant in Minnetonka, MN. This role supports executive leadership, coordinates meetings, and helps manage day-to-day operations for multiple business functions.

The ideal candidate has 3+ years of administrative experience, excels in MS Office, and demonstrates strong communication and organizational skills to maintain confidential records and deliver high-quality documents in a fast-paced environment.

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

Responsibilities

• 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.

Skills

Executive support

MS Office

Calendar management

Communication

Time management

Multitasking

Job description

Salary: USD55000 - USD65000 per year

Administrative Assistant

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.

Compensation & Schedule

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

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.

What 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

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
• 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