Executive & Office Administrator

Ultimate Staffing; Minneapolis (MN); Presencial; USD 60.000 - 65.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical insurance

HSA/FSA

Dental insurance

401(k) with company match

Paid time off

Birthday PTO hours

Holidays and floating holidays

Wellness resources

Descripción de la vacante

Ultimate Staffing is seeking an experienced Executive & Office Administrator to support executive leadership and coordinate across departments at Minnetonka, MN. This contract-to-hire role features a Monday–Friday schedule, full-time hours, and a competitive salary.

Responsibilities include calendar management, meeting agendas and notes, onboarding for new hires, travel and expense coordination, vendor relations, and event planning.

Formación

• 3+ years of Administrative Assistant experience.
• Experience supporting executive leadership.
• Experience coordinating meetings, preparing agendas, and taking meeting notes.
• Event planning and coordination experience preferred.
• Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint).
• Accurate data entry and typing skills (50+ WPM preferred).
• Excellent organizational, time management, and prioritization abilities.

Responsabilidades

• Support executive leadership with calendar management, scheduling, and meeting coordination.
• Prepare agendas, meeting materials, and meeting notes.
• Coordinate onboarding activities for new employees.
• Assist with travel arrangements, itineraries, expense reports, and reimbursements.
• Serve as the primary point of contact for office inquiries and greet visitors.
• Coordinate with facilities, manage office supplies, and vendor relationships.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Create and maintain spreadsheets and reports; ensure confidentiality of records.
• Support events, trainings, and conferences; assist with planning client, vendor, and employee appreciation events.

Conocimientos

Executive support

Administrative experience

Meeting coordination

Event planning

Data entry/typing 50+ WPM

MS Office

Communication

Herramientas

Microsoft Office

Descripción del empleo

Executive & Office Administrator$60,000-$65,000 | Contract-to-Hire | Onsite | Minnetonka, MNA growing and collaborative technology services organization is seeking an experienced Executive & Office Administrator to support executive leadership and serve as a key administrative resource across multiple departments. This is an excellent opportunity for someone who enjoys variety, takes pride in organization, and wants to build a long-term career with a stable and employee-focused company.

Why Consider This Opportunity?

• Contract-to-hire position with strong potential for permanent employment after approximately 5 months
• Competitive salary of $60,000-$65,000, depending on experience
• Monday-Friday schedule, 8:00 AM-5:00 PM
• Collaborative, positive, and team-oriented culture
• Company-sponsored employee appreciation events and community involvement initiatives
• Opportunity to work directly with leadership and gain exposure across operations, finance, HR, legal, vendor management, and sales

Key Responsibilities

• Support executive leadership with calendar management, scheduling, and meeting coordination
• Prepare agendas, meeting materials, and meeting notes
• Coordinate onboarding activities for new employees
• Assist with travel arrangements, itineraries, expense reports, and reimbursements
• Serve as the primary point of contact for office inquiries
• Greet visitors and manage incoming calls and correspondence
• Coordinate with property management regarding facility needs
• Manage office supply inventories and vendor relationships
• Arrange equipment maintenance and office repairs as needed
• Draft, edit, and proofread correspondence, reports, presentations, and other business documents
• Assist with RFP responses and document preparation
• Create and maintain spreadsheets and reports
• Ensure accuracy and confidentiality of company records
• Act as a liaison between departments, clients, vendors, and stakeholders
• Manage internal communications and announcements
• Support company events, employee engagement activities, trainings, and conferences
• Assist with planning client, vendor, and employee appreciation events

Qualifications

• 3+ years of Administrative Assistant experience
• Experience supporting executive leadership
• Experience coordinating meetings, preparing agendas, and taking meeting notes
• Event planning and coordination experience preferred
• Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint)
• Accurate data entry and typing skills (50+ WPM preferred)
• Excellent organizational, time management, and prioritization abilities
• Strong written and verbal communication skills
• Professional presence with exceptional attention to detail
• Ability to work independently and maintain confidentiality

Benefits

• Upon Permanent HireMedical insurance with employer contribution
• HSA and FSA options
• Dental insurance
• 401(k) with company match
• Paid time off
• Birthday PTO hours
• Paid holidays and floating holiday
• Employee wellness resources and support programs

Ideal Candidate

The ideal candidate is a proactive administrative professional who enjoys supporting leadership, managing office operations, coordinating events, and keeping multiple priorities organized. Success in this role requires professionalism, discretion, strong communication skills, and the ability to thrive in a fast-paced environment.

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.