Executive Assistant / Office Administrator (Minnetonka)

Ultimate Staffing; Minneapolis (MN); In loco; USD 60.000 - 65.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical, dental, and vision insurance

Paid time off and holidays

401(k) with company match

Professional development opportunities

Collaborative culture

Descrizione del lavoro

Ultimate Staffing in Minnetonka, MN seeks an Executive Assistant / Office Administrator to support executive leadership and ensure smooth day-to-day operations. You will work closely with the COO and collaborate with sales, finance, legal, operations, HR, and vendors.

Schedule is 8am-5pm, Monday-Friday. This is a contract-to-hire role with long-term/permanent potential. Ideal candidates have 2+ years of relevant experience and a drive for growth.

Competenze

• 2+ years of Administrative Assistant, Executive Assistant, or Office Administration experience supporting managers or executives.
• Experience coordinating calendars, meetings, and travel arrangements.
• Strong written and verbal communication skills with attention to detail.

Mansioni

• Provide executive and leadership support for scheduling, agendas, and materials.
• Prepare presentations, reports, and correspondence; take notes and track actions.
• Coordinate onboarding for new employees and support office administration.
• Manage calls, mail, files, supplies, vendors, and facilities.
• Facilitate internal meetings, events, travel, and expense reporting.
• Support multiple departments with data management and document retention.

Conoscenze

Executive support

Calendar management

Scheduling

Communication

Onboarding coordination

Office administration

Data management

Descrizione del lavoro

Hiring for an Executive Assistant / Office Administrator to support executive leadership and ensure the smooth day-to-day operation of the office. This role provides direct support to the COO and company owners while partnering with sales, finance, legal, operations, HR, and vendor management teams. This is an excellent opportunity for someone with 2+ years of Administrative Assistant, Executive Assistant, or Office Administration experience supporting managers, directors, or executive leadership who is looking for long-term career growth with a stable and collaborative organization.

Details : Schedule: 8am-5pm Monday-Friday Location : in office in Minnetonka, MN Type : Contract to hire on permanent. They are looking for a long-term / perm employee. Pay: $60K-$65K depending on experience level + benefits (details below)

Job duties

• Executive & Leadership Support
• Manage calendars, meetings, appointments, and scheduling for executive leadership.
• Prepare meeting agendas, presentations, reports, and supporting materials.
• Take meeting notes, track action items, and follow up on deliverables.
• Draft, edit, proofread, and format business correspondence and documents.
• Assist with onboarding coordination and new employee support.
• Office Administration Serve as the primary point of contact for office-related matters.
• Manage incoming calls, mail distribution, filing systems, and records management.
• Coordinate office supplies, equipment, vendors, and facility needs.
• Partner with property management and service providers to ensure a productive work environment.
• Coordination & Communication Organize internal meetings, employee events, training sessions, and company functions.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Support communication between leadership, employees, clients, vendors, and external partners.
• Provide administrative support across operations, sales, finance, legal, HR, and other departments.
• Data & Document Management Maintain accurate information within company databases and systems.
• Generate reports and assist with document preparation and record retention.
• Ensure confidentiality and accuracy of sensitive information and business records.

Benefits

• Medical, dental, and vision insurance
• Paid time off and company holidays
• 401(k) with company match
• Professional development opportunities
• Collaborative and team-oriented culture

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.