Executive Administrative Assistant

$37,440 - $43,680/Yr

The Claussen Group - North Sioux City, SD

Full-time - Entry Level

North Sioux City, SD

Administrative and Support Services

About the position

The Executive Administrative Assistant position at The Claussen Group is a vital role that provides high-level administrative support to the senior executive team, specifically the CEO and COO. This non-exempt position requires a proactive individual who can handle confidential matters with discretion and professionalism. The ideal candidate will be adept at managing complex calendars, scheduling meetings, and ensuring that the executives are well-prepared for their engagements. This role is essential in maximizing the efficiency of the executive team by prioritizing meetings and managing the flow of information effectively. In this position, the Executive Administrative Assistant will be responsible for heavy scheduling and complex calendar management, which involves using keen judgment to prioritize meetings appropriately. The assistant will serve as a liaison to supporting teams, ensuring that the CEO and COO are equipped with all necessary meeting information. This includes drafting communications to staff, clients, and vendors on behalf of the executives, as well as establishing a regular cadence of meetings with the broader executive team and cross-functional leadership. The role also involves planning, coordinating, and managing various meetings, including weekly staff meetings and quarterly all-hands meetings. The assistant will be responsible for presentation management, agenda creation, minute recording, material distribution, and action item tracking. Effective communication and coordination with cross-functional teams and external partners are crucial, as the assistant will represent the CEO and COO in various capacities. Additionally, the Executive Administrative Assistant will coordinate travel arrangements, including flights, hotels, meals, and car services, and will facilitate in-person meetings at the South Dakota office. The role may also include project work related to board management, supplier communication, and event preparation. The assistant will keep distribution lists current across operations and assist new hires during the onboarding process, along with performing any other duties as assigned.

Responsibilities

• Manage constantly evolving calendars for the CEO and COO, prioritizing meetings to maximize efficiency.
• Ensure the CEO and COO are equipped with necessary meeting information and serve as a liaison to supporting teams.
• Draft communications to staff, clients, and vendors on behalf of the CEO and COO.
• Establish a cadence of recurring meetings with the executive team and cross-functional leadership, prioritizing projects and time management.
• Plan, coordinate, and manage weekly staff meetings, quarterly staff meetings, and all-hands meetings, including agenda creation and minute recording.
• Communicate and coordinate with cross-functional teams and external partners as a representative of the CEO and COO.
• Collaborate on business-critical projects with cross-functional teams.
• Coordinate travel arrangements including flights, hotels, meals, and car services.
• Facilitate in-person meetings at the South Dakota office for partners, prospects, and customers involving senior management.
• Manage project work including board management and supplier communication, meeting preparation, and follow-up.
• Keep distribution lists current across Operations.
• Assist new hires during the onboarding process.
• Perform all other duties as assigned.

Requirements

• 5 years of experience supporting senior management.
• Experience in booking and managing travel itineraries and frequently changing calendars.
• Experience coordinating internal and external meetings.
• Ability to multi-task and remain calm under high-pressure situations.
• Outstanding communication and interpersonal skills, capable of interacting with Executive Management and Board of Directors.
• Process-oriented with a passion for improving processes and driving efficiencies.
• Extremely organized with excellent attention to detail.
• High technical proficiency in Microsoft Office.
• Ability to learn quickly and maintain a high-performance level in a dynamic environment with shifting priorities.
• Team player with effective interaction skills with team members.
• Ability to act independently with minimal supervision.

Nice-to-haves

• Highly motivated and proactive.
• Excellent writing and editorial skills.
• Self-motivated and resourceful.
• Ability to handle highly confidential matters with discretion and tact.
• Reliable and consistent, taking pride and ownership in work.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance