Executive Assistant / Office Administrator (Minnetonka)

Ultimate Staffing Services; Minnetonka (MN); On-site; USD 55,000 - 65,000; Part time

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off

Company holidays

401(k) with company match

Job summary

Ultimate Staffing Services is seeking an Executive Assistant / Office Administrator to support executive leadership and ensure the smooth day-to-day operation of the office. The role is onsite in Minnetonka and reports to the COO and company owners.

This position provides direct support to the COO and owners while coordinating with sales, finance, legal, operations, HR, and vendor management. Salary ranges from $55,000 to $65,000 per year with benefits and a contract-to-hire path.

Qualifications

• 3+ years of Administrative Assistant or Executive Assistant experience.
• Experience supporting executive leadership is required.
• Strong organizational, time management, and prioritization skills.
• Advanced proficiency with Microsoft Office Suite.
• Ability to manage multiple deadlines and confidential information.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments for executives.
• Prepare agendas, materials, and follow-up notes.
• Draft and format correspondence, reports, and presentations.
• Coordinate office operations, supplies, and vendor relationships.
• Plan internal meetings and events, and arrange travel when needed.
• Serve as liaison across departments and with external partners.

Skills

3+ years administrative experience

Executive support

Calendar management

Event planning

Microsoft Office

Tools

Microsoft Office Suite

Job description

Salary: USD55000 - USD65000 per year

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.

Details :

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