EXECUTIVE ASSISTANT

Wilson-McShane Corporation; BLOOMINGTON (MN); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Health insurance (low deductible)

Vision insurance

Dental insurance

FSA / HSA

Job summary

Wilson-McShane Corporation in Bloomington, MN seeks a full-time Executive Assistant to serve as a trusted partner to the CEO. The role provides high-level administrative, operational, and project management support while maintaining confidentiality and handling multiple priorities in a fast-paced environment.

Responsibilities include optimizing the CEO's calendar and emails, coordinating travel, preparing meetings, supporting governance activities, and managing client records.

Qualifications

• 5+ years of experience supporting senior executives, preferably a C-suite leader.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, and Excel.
• Experience coordinating meetings, travel, and executive communications.
• Ability to handle confidential and sensitive information with discretion.
• Exposure to governance or board support activities.
• Strong project management and follow-through skills.
• Some travel to support the CEO and/or clients is required.

Responsibilities

• Provide strategic support and optimization for the CEO's calendar, email, travel, and meetings.
• Coordinate travel arrangements, including itineraries and logistics.
• Maintain and organize documents and filing systems for accuracy and confidentiality.
• Coordinate internal and external meetings, agendas, materials, and follow-up items.
• Provide technology support for presentations and Teams meetings.
• Maintain client records and history.
• Coordinate RFPs, proposals, and presentation materials for prospective clients.
• Conduct client, industry, and market research to support business development.
• Support trustee relationships and coordination of events.
• Plan client-focused events to enhance relationships and satisfaction.
• Provide project management and administrative support for organizational initiatives.
• Maintain confidentiality in handling sensitive information and communications.

Skills

Executive support

Calendar management

Written communication

Verbal communication

Office software proficiency

Meeting & travel coordination

Confidentiality

Project management

Governance support

Travel flexibility

Tools

Microsoft Office Suite

Job description

Description

Wilson-McShane Corporation, a third-party administrator for Taft-Hartley Funds, is seeking a full-time highly organized and proactive Executive Assistant to serve as a trusted partner to the CEO. This role provides high level administrative, operational, and project management support while maintaining confidentiality and effectively managing multiple priorities in a fast-paced environment.

Essential Duties:

• Provide strategic support and optimization for the CEO's calendar, email, travel, and meetings.
• Coordinate travel arrangements, including itineraries, logistics, and contingency planning, if necessary.
• Maintain and organize documents, records, and filing systems to ensure accuracy, accessibility, confidentiality, and efficient retrieval of information.
• Coordinate and support internal and external meetings, including scheduling, logistics, agenda preparation, meeting materials, and follow-up on action items and deliverables.
• Provide technology support for presentations and Microsoft Teams meetings, including setup, coordination, and troubleshooting as needed.
• Maintain accurate client records, contact information, and history.
• Coordinate RFPs, proposals, and presentation materials, including research, content updates, and proposal refreshes for prospective clients.
• Conduct client, industry, and market research to support business development activities and strategic opportunities.
• Support trustee relationships, including assisting coordination of the annual IFEBP.
• Plan and coordinate client-focused events and appreciation efforts that enhance relationship building and client satisfaction.
• Provide project management and administrative support for organizational initiatives, ensuring effective coordination, execution, and follow-through.
• Maintain confidentiality when handling sensitive information and internal communications with professionalism and discretion
• Other duties and projects as assigned

This is an exempt position with compensation range of $85,000-$100,000 per year and includes benefits such as the following:

• Low Deductible Health, Prescription Drug and Dental Benefits
• Voluntary Vision, Accident, Critical Illness and Pet Insurance
• Flexible Spending Account (FSA)
• Employer Contribution to 401(k) & Employee Stock Ownership Plan (ESOP)
• 401(k) and Roth 401(k)
• Paid Holidays and Paid time off
• Dependent Care Reimbursement Account
• Life Insurance and AD&D
• Employee Assistance Program, including access to confidential counseling (virtual and in-person)

To perform the job successfully, an individual should have the following qualifications:

• 5+ years of experience supporting senior executives, preferably a C-suite leader.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency with Microsoft Office Suite, Outlook, Teams, PowerPoint, and Excel.
• Experience coordinating meetings, travel, and executive communications.
• Ability to handle confidential and sensitive information with discretion.
• Exposure to board, trustee, or governance support activities.
• Strong project management and follow-through skills.
• Some travel to support the CEO and/or clients is required.

Key Competencies:

• Proactive mindset and can anticipate needs before they arise
• Operational excellence - delivers reliable, high-quality execution under pressure.
• Strategic awareness - understands business priorities and aligns support accordingly.
• Relationship management - builds trust with senior stakeholders.
• Adaptability - thrives in a dynamic, fast-changing environment.