Executive Assistant

Beacon Hill Staffing Group - Bloomington, MN

Full-time - Entry Level

Bloomington, MN

Administrative and Support Services

About the position

The Executive Assistant will play a crucial role in supporting the Executive Team by providing high-level administrative support and ensuring smooth operations within the organization. This professional will also assist the broader team during peak times and events. The position requires a proactive individual who can manage multiple tasks efficiently while maintaining a high level of organization and attention to detail. The Executive Assistant will be responsible for administering assistance for the Executive team's emails, managing calendars, and resolving potential conflicts. Additionally, the role involves calculating mileage, creating expense reports, and coordinating various meetings, including All-Team meetings and Board of Directors meetings. The Executive Assistant will also be tasked with creating and editing documents and presentations using Microsoft Suite tools, scheduling annual reviews for internal team members, and meeting regularly with the Executive team to prioritize tasks and support critical communications. Other miscellaneous administrative duties may be required as needed.

Responsibilities

• Administer assistance for the Executive team's emails with a high level of organization.
• Manage calendars, including confirming meetings, lunch reservations, and identifying/resolving potential conflicts.
• Calculate mileage, create expense reports, and submit them to the accounting team.
• Coordinate All-Team meetings, Board of Directors meetings, and other Senior Leadership meetings.
• Create and edit documents and presentations using Microsoft Suite tools (Word, Excel, PowerPoint, Teams, Outlook, etc.).
• Schedule and track annual reviews for internal team members.
• Meet regularly with the Executive team to prioritize tasks and support critical communications.
• Perform other miscellaneous administrative duties as needed.
• Partner with the Office Manager and Administrative Team to provide support during peak times.
• Assist with company-wide Client events.
• Provide administrative and other backup services as needed.
• Manage the office space to ensure it is well-supplied and welcoming for employees and guests.

Requirements

• Minimum of 3 years of experience providing executive-level support, preferably at the C-Suite level.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Superior customer service and interpersonal skills.
• Ability to interact with clients and consultants effectively, with the capability to build rapport and relationships quickly.
• Proactive problem-solving and decision-making skills.
• Critical thinking abilities and the capacity to represent the company in day-to-day communications.
• Thorough knowledge of Microsoft applications.
• Willingness to perform office management duties.
• Genuine curiosity for process improvement and a desire to be part of an exciting and growing company.