Executive Admin & Projects Coordinator (Onsite)

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

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.