Executive Assistant / Office Administrator (Minnetonka)

Ultimate Staffing Services; Minneapolis (MN); Presencial; USD 55.000 - 65.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, dental, and vision insurance

401(k) with company match

Paid time off and company holidays

Professional development opportunities

Collaborative team environment

Descripción de la vacante

Ultimate Staffing Services is hiring an Executive Assistant / Office Administrator to support our COO and leadership. This onsite role coordinates calendars, meetings, travel, and critical office operations to ensure smooth day-to-day functioning.

The ideal candidate is detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment, with a contract-to-hire path after 5 months and a salary between $55,000 and $65,000 plus benefits.

Formación

• 3+ years of Administrative Assistant or Executive Assistant experience.
• Experience supporting executive leadership teams is required.
• Strong calendar management, meeting preparation, and document handling.

Responsabilidades

• Manage calendars, schedule meetings, and coordinate appointments for executives.
• Prepare agendas, materials, and notes; distribute follow-up actions.
• Draft and format correspondence, reports, and presentations.
• Onboard new employees and support office operations.
• Coordinate travel, events, and expense reports.
• Liaise with departments, vendors, and building management.

Conocimientos

Executive support

Calendar management

Meeting coordination

Vendor management

Data entry

Attention to detail

Herramientas

Microsoft Office Suite

Word/Excel/Outlook/PowerPoint

Descripción del empleo

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. The ideal candidate is detail-oriented, professional, resourceful, and capable of managing multiple priorities in a fast-paced environment.

• Schedule: 8am-5pm Monday-Friday
• Location : Onsite in Minnetonka
• Type : Contract to hire on permanent after 5 months! They are looking for a long-term / perm employee
• Pay: $55K-$65K depending on experience level + benefits (details below)

Job duties:

Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate appointments for executive leadership.
• Prepare meeting agendas, presentation materials, and supporting documentation.
• Take meeting notes and distribute follow-up action items as needed.
• Draft, edit, proofread, and format correspondence, reports, proposals, presentations, and other business documents.
• Assist with onboarding activities and new employee coordination.

Office Administration

• Serve as the primary point of contact for office-related inquiries.
• Manage incoming calls, mail distribution, filing systems, and record retention.
• Coordinate office supply inventory, vendor relationships, and equipment maintenance.
• Liaise with building/property management regarding facility needs and repairs.

Data & Document Management

• Enter, update, and maintain information within company systems and databases.
• Ensure data accuracy, confidentiality, and proper document management.
• Generate reports and provide administrative support to multiple departments.
• Assist with legal forms, templates, and document preparation.

Meeting, Event & Travel Coordination

• Coordinate internal meetings, employee events, trainings, and company functions.
• Assist with planning and execution of conferences, trade shows, and appreciation events.
• Arrange travel accommodations, itineraries, and meeting logistics.
• Process expense reports and reimbursement requests.

Communication & Cross-Functional Support

• Serve as a liaison between departments, executives, clients, vendors, and external partners.
• Support internal communications and company announcements.
• Provide administrative assistance to sales, operations, finance, legal, human resources, and vendor management teams.
• Respond to inquiries professionally and efficiently.

Requirements:

• 3+ years of Administrative Assistant, Executive Assistant, Office Administrator, or related experience is required.
• Experience supporting executive leadership teams - required
• Experience coordinating meetings, preparing agendas, and documenting meeting notes.
• Strong event planning and coordination experience.
• Experience managing office operations, supplies, facilities, and vendor relationships.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong data entry skills with a high level of accuracy and attention to detail.
• Excellent organizational, prioritization, and time management skills.
• Ability to work independently and manage multiple deadlines simultaneously.
• Ability to maintain confidentiality and exercise discretion with sensitive information.

Benefits :

• Competitive salary
• 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.