Executive Assistant/Administrative Manager - Management & Services (Minneapolis)

Description

• Provide leadership to the administrative team; direct and coordinate work assignments, manage schedules to ensure appropriate office coverage, and review performance to ensure the efficient, cost-effective utilization of staff.
• Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events.
• Facilitate smooth communication between Global Practice Executive and group, and internal and external clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.
• Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
• Implement and support office and administrative programs and initiatives, successfully navigating and managing change within the team.
• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.
• Assist Officer or Regional Office Manager team with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
• Responsible for handling sensitive and confidential information.
• Evaluate bids and negotiate contracts of significant value for meeting and celebration venues.
• Coordinate department related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained.
• Arrange conference calls and related conference room set-up. Coordinate with IT to ensure A/V equipment is in working order.
• Act as Notary Public and notarize various documents.
• Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner.
• Responsible for gathering, compiling, verifying, and analyzing information to prepare documents such as memos, letters, reports, and presentations.
• Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.
• Manage the full performance management cycle for direct reports, including conducting regular check-ins, providing coaching and development, writing and delivering performance reviews, and making recommendations for hiring and performance actions.
• Serve as the primary point of contact and escalation for the administrative team, providing guidance and resolving operational issues.
• Lead and mentor the administrative team, identifying training needs and creating development opportunities to foster career growth and ensure a high level of performance.
• Facilitate document approvals and processing which includes but not limited to invoices, contracts and other confidential documents.
• Provide high level administrative support to Global Practice Manager, Officer or Regional Office Manager.
• Maintain the security and confidentiality of calendars, files, records and files.
• Oversee catering and conference room management for division meetings and events.
• Coordinate travel arrangements and prepare travel itineraries.

Requirements

• Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
• Strong interpersonal skills with a demonstrated ability to de-escalate and resolve conflict.
• Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
• 9 years applicable administrative experience supporting senior level executives may be substituted for degree requirement required.
• Previous leadership or supervisory experience is strongly preferred.
• Bachelor Degree and 5 years administrative experience supporting senior level executives required or;
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
• Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
• Must demonstrate the ability to thoughtfully and positively influence, lead, and manage others.
• Position requires ability to maintain the highest level of discretion and confidentiality.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance