Executive Assistant

godirect; Minneapolis (MN); On-site; USD 65,000 - 95,000; Full time

Job summary

VOYA Financial in Minneapolis is seeking an Executive Assistant to provide high-level support to senior leaders and lead critical special projects. You will manage highly complex calendars, coordinate travel, prepare expense reports, and liaise with vendors in a fast-paced enterprise.

The role requires at least 4 years of executive admin experience, strong PC software skills, and familiarity with Workday, SharePoint, and SurveyMonkey.

Qualifications

• High school diploma or equivalent. BA preferred.
• Minimum 4 years' experience as an Executive Admin supporting multiple leaders.
• Advanced knowledge of PC software packages such as word processing, spreadsheets, graphics, etc.
• Experience with Workday is hi (preferred).

Responsibilities

• Provide executive-level support to multiple senior leaders and manage complex calendars.
• Strategically coordinate executive schedules with internal/external stakeholders.
• Lead planning and execution of executive meetings, offsites, board-related interactions, and events.
• Manage complex travel arrangements including multi-city itineraries and real-time adjustments.
• Prepare, review, and process executive expense reports per policies.
• Serve as a liaison with vendors, manage invoices and contracts.
• Develop, edit, and produce executive-level correspondence and presentations.
• Create high-impact dashboards, reports, and analyses to support leadership decisions.
• Assist onboarding logistics for new hires and coordinate stakeholder engagement.

Skills

Executive support

Calendar management

Travel arrangements

Expense reporting

Vendor coordination

Presentation creation

Education

BA preferred

Tools

Workday

SharePoint

SurveyMonkey

Job description

Together we fight for everyone's opportunity for a better financial future.

We will do this together - with customers, partners and colleagues. We will fight for others, not against: We will stand up for and champion everyone's access to opportunities. The status quo is not good enough ... we believe every individual and every community deserves access to financial opportunities. We are determined to support both individuals and communities in reaching a better financial future. We know that reaching this future depends on our actions today.

Like our Purpose Statement, Voya believes in being bold and committed to action. We are committed to a work environment where the differences that we are born with - and those we acquire throughout our lives - are understood, valued and intentionally pursued. We believe that our employees own our culture and have a responsibility to foster an environment where we all feel comfortable bringing our whole selves to work. Purposefully bringing our differences together to positively influence our culture, serve our clients and enrich our communities is essential to our vision.

Get to Know the Opportunity:

An Executive Assistant will provide executive level support to senior leaders and take the lead on special projects.

The Contributions You'll Make:

• Provide comprehensive executive support to multiple senior leaders, serving as a trusted partner responsible for managing highly complex calendars, competing priorities, and critical business commitments across a fast-paced enterprise environment.
• Strategically coordinate and optimize executive schedules, balancing internal and external stakeholder demands while ensuring alignment with organizational priorities, governance requirements, and key business objectives.
• Lead planning and execution of executive meetings, leadership offsites, board-related interactions, and high-profile business events, including venue logistics, technology requirements, catering, materials preparation, and seamless end-to-end coordination.
• Manage complex travel arrangements, including multi-city itineraries, contingency planning, executive briefings, and real-time adjustments to accommodate changing business needs.
• Prepare, review, and process executive expense reports in compliance with corporate policies and public company financial controls, ensuring accuracy, timeliness, and appropriate documentation.
• Serve as a key liaison with external vendors, consultants, and service providers; manage invoice processing, vendor relationships, contract-related coordination, and payment activities while maintaining fiscal accountability.
• Perform detailed reconciliation of corporate purchasing card (P-Card) transactions and financial records to ensure accurate reporting, compliance, and audit readiness.
• Develop, edit, and produce executive-level correspondence, presentations, reports, communications, and business documents requiring exceptional attention to detail, confidentiality, and professionalism.
• Create high-impact presentations, dashboards, reports, and analyses utilizing Microsoft Office applications, Salesforce, and other enterprise systems to support decision-making and leadership communications.
• Act as a primary point of contact for executive offices, exercising sound judgment when handling confidential information, screening communications, prioritizing requests, and facilitating timely responses to internal and external stakeholders.
• Coordinate procurement and management of departmental resources, ensuring operational efficiency and uninterrupted business support.
• Lead onboarding logistics and executive integration activities for new hires, including workspace preparation, technology coordination, orientation scheduling, and stakeholder engagement.
• Assist in the planning, tracking, and administration of departmental budgets, monitoring expenditures and supporting financial forecasting, reporting, and resource allocation activities.
• Build and maintain strong relationships across the organization, partnering with leaders, business groups, and external stakeholders to facilitate collaboration, communication, and successful execution of strategic initiatives.
• Anticipate business needs, proactively identify and resolve administrative and operational challenges, and continuously improve processes to enhance executive effectiveness and organizational efficiency.
• Perform additional duties and special projects as assigned in support of executive leadership priorities and evolving business objectives.

Minimum Knowledge & Experience:

• High school diploma or equivalent. BA preferred.
• Minimum 4 years' experience as an Executive Admin supporting multiple leaders.
• Advanced knowledge of PC software packages such as word processing, spreadsheets, graphics, etc. Knowledge of SharePoint and SurveyMonkey a plus.
• Experience with Workday is hi