Senior Administrative Assistant

Talentify; BLOOMINGTON (MN); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Talentify is seeking an experienced Administrative Assistant to provide confidential support to executives and teams at our Bloomington, MN offices. You will manage calendars, prepare reports, and coordinate meetings with clinicians and staff in a fast-paced environment.

Ideal candidates excel at multitasking, communication, and problem solving. This hybrid role requires in-office presence Tue–Thu at the Main Corporate Office in Bloomington and the ability to handle diverse administrative duties

Qualifications

• High School Diploma or GED required.
• Proficient in Word, Excel and PowerPoint.
• Strong oral and written communication; spelling, grammar, editing and organization.
• Ability to type 45 WPM.
• Ability to work independently and handle confidential information.
• Excellent customer service and interpersonal skills.

Responsibilities

• Perform administrative tasks to support Directors and department operations.
• Create, proofread and edit materials including reports and presentations.
• Manage Director’s calendar and coordinate meetings and travel.
• Prepare materials for meetings and coordinate space and food service within budget.
• Audit budget reports and assist with expense reporting.
• Greet visitors and direct them to appropriate staff.
• Coordinate travel arrangements and itineraries as needed.
• Handle independent administrative projects and support back-up staff.
• Perform other duties as assigned.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Communication skills

Typing 45 WPM

Attention to detail

Organizational skills

Discretion with confidential info

Customer service

Problem-solving

Education

High School Diploma or GED

Two-year Administrative Assistant Degree or Certificate

Job description

This position is integral to maintaining calendars and call schedules, coordinating multiple operational projects, maintaining regional/division dashboards, training clinic administrators, and supporting various business reporting needs.

The ideal candidate thrives in a fast-paced environment, excels at juggling diverse tasks, and enjoys being the go-to problem solver for leaders, clinicians, and staff. This is a highly visible role that requires exceptional communication skills, strong attention to detail, and the ability to build and maintain effective working relationships across a wide range of teams.

Hybrid role will be in-office with Tues, Weds, Thursday to start at our Main Corporate Office in Bloomington, MN.

POSITION PURPOSE:

(Why does this position exist?)

To provide confidential administrative support to the Vice President/and or Director and other members of the team, as directed. This position assists with budget management, special projects, maintenance of files and other administrative responsibilities to ensure efficient operation of the department.

ACCOUNTABILITIES:

(Key roles, responsibilities & functions for this position) (For supervisory position -- indicate positions/departments supervised)

1. Performs a variety of administrative assistant tasks to support the Director(s) in the operation of the department(s). This includes typing, copying, sending faxes, maintaining accurate files and records, answering telephone calls, taking messages, maintaining appointment calendars, and arranging meetings. Sorts and distributes incoming mail.
2. Creates, proofreads, and edits a variety of material including, but not limited to, correspondence, spreadsheets, presentation material, reports, and other confidential materials using appropriate computer software and office equipment.
3. Manages the Director’s calendar, assists in efficient time utilization and balances multiple priorities.
4. Arranges meetings. Handles space procurement issues, obtains the necessary equipment, and makes food service arrangements within established budget. Prepares materials for presentations and meetings as requested.
5. Audits budget reports and notifies Finance of errors or problems and works towards resolution. Prepares expense reports as requested.
6. Greets visitors and directs them to appropriate person in area(s).
7. Coordinates travel arrangements and prepares itineraries as necessary.
8. Responsible for variety of administrative projects requiring independent judgment and action.
9. Serves as a backup to other administrative support staff as needed.
10. Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

• High School Diploma or GED
• 2+ years of administrative assistant experience or 4 year college degree
• Strong desktop tool usage including Microsoft Word, Excel, and PowerPoint
• Strong oral and written communication skills
• Excellent spelling, grammar, editing, and organizational skills
• Ability to accurately type 45 WPM
• Ability to operate various office equipment
• Ability to work independently and with minimal supervision
• Ability to deal with highly confidential information
• Ability to work under pressure and meet tight deadlines
• Good problem-solving skills
• Excellent customer service and interpersonal skills

PREFERRED QUALIFICATIONS:

• Two year Administrative Assistant Degree or Certificate

DECISION-MAKING:

(What rules or precedents limit the activities and authority of this position? What types of problems or decisions are referred to the supervisor?)