Part Time: Office Coordinator | Personal Assistant

Sportsdigita; Edina (MN); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading company is seeking a highly organized Office Coordinator / Personal Assistant to support the CEO and manage office operations. This hybrid role requires strong organizational skills, discretion, and adaptability in a fast-paced environment. Responsibilities include coordinating office activities, managing travel arrangements, and handling confidential tasks, making it a rewarding opportunity for a meticulous individual.

Qualifications

• Proactive and highly organized individual with strong attention to detail.
• Dependable and discreet with the ability to manage confidential information.
• Flexible to handle various tasks in a fast-paced environment.

Responsibilities

• Coordinate office operations and provide executive-level support to CEO.
• Manage mail, supplies, and office cleanliness; liaise with building management.
• Plan and coordinate company travel, meetings, and onboarding processes.

Skills

Organizational skills

Adaptability

Discretion

Attention to detail

Time management

Job description

JOB OBJECTIVE
We are seeking a highly organized, adaptable, and proactive Office Coordinator / Personal Assistant to serve as a vital member of our team. This hybrid role combines traditional office coordination responsibilities with high-level personal and executive support for our CEO, offering a dynamic and rewarding opportunity for someone who thrives in a fast-paced environment and enjoys variety in their day-to-day work. This is an ideal role for someone who takes pride in being dependable, discreet, and detail-oriented, and who is energized by supporting others and keeping things running smoothly behind the scenes. Hours for this role are 8am - 3pm Monday thru Thursday.

ESSENTIAL FUNCTIONS

Office Coordinator

• Act as the face of Sportsdigita for visitors who arrive at our office; directing them to appropriate conference rooms, informing appropriate staff about their arrival, and ensuring they have a warm greeting and welcome.
• Receive and sort mail daily, pack and ship packages, sending out to ensure timely delivery.
• Assist Finance team with expense reporting, scanning checks/bills, and collecting company receipts for accurate record keeping.
• Ensure lunch is provided daily for CEO and President and as needed occasionally for other executives and scheduled meetings.
• Keep the office common areas, conference rooms, and kitchen clean throughout the day.
• Ensure office supplies are always stocked, responsible for ordering supplies when needed, and managing office vendor relationships.
• Act as liaison with building management for office maintenance requests and badges.
• Support executive leaders with miscellaneous errands as needed throughout the day.
• Coordinate all company travel arrangements, including flights, hotels, transportation, and itineraries for staff and leadership.
• Help plan and coordinate internal meetings and maintain conference room calendars.
• Assist with onboarding processes for new hires and coordinate with HR/IT on setup needs.

Personal Assistant to the CEO

• Provide comprehensive executive-level support including calendar management, meeting scheduling, and travel planning.
• Manage confidential and sensitive information with the highest level of professionalism and discretion.
• Handle personal errands, coordinate personal tasks, and support personal and business projects as assigned.
• Maintain bookkeeping records for personal purchases and track spending for the CEO.
• Be available after hours for time-sensitive or emergency needs.
• Act as a trusted partner and right-hand to the CEO, anticipating needs and proactively resolving issues.