Administrative Assistant IV

Administrative Assistant IV

Join our team at the Weaver Lake campus in Maple Grove as a highly experienced Administrative Assistant supporting the Plant Vice President and senior leadership team. In this fast-paced, high-impact role, you'll be the driving force behind operational efficiency-masterfully managing calendars, coordinating meetings and logistics, and ensuring flawless visitor experiences including high-level stakeholder engagements. You'll handle a wide range of responsibilities with precision and professionalism. If you're a proactive problem-solver with exceptional communication, computer and organizational skills, this is your chance to make a meaningful impact at the heart of our leadership team. Your responsibilities will include :

• Provide executive-level administrative support to the Plant VP and senior leadership team, including scheduling meetings and appointments, greeting visitors, and managing conference room bookings.
• Organize and manage small and large meetings and events (primarily onsite but occasionally offsite also), including invitations, agendas, catering, room reservations, setup, and meeting minutes / action items.
• Coordinate all aspects of executive and key stakeholder visits (including external visitors), serving as a greeter, managing meeting room reservations, overseeing logistics, aligning scheduling, coordinating tour logistics, and ensuring seamless execution of all visit-related activities.
• Oversee the organization of the general office area (eg : ordering office supplies) to ensure a productive and welcoming environment; manage general office purchasing, invoice processing, and expense reporting.
• Translate complex and technical information into clear documents (letters, memos, presentations), proactively anticipating communication needs and suggesting improvements.
• Coordinate travel arrangements (domestic and international), prepare itineraries, and process expense reports.
• Serve as a conduit for communication between senior leadership and other stakeholders.
• Support onboarding for new senior-level staff, as needed.
• Act as a resource for company policies and procedures, answering routine questions or directing inquiries appropriately.
• Handle highly confidential information with discretion and sound judgment, providing guidance to peers as needed.

What we're looking for in you : High School Diploma or GED required; 5+ years of administrative assistant experience supporting senior leadership, including handling sensitive and confidential information. Strong proficiency with technology and AI tools; ability to quickly learn systems such as DocuSign, Concur, Kronos, Ariba / MyBuy, P-Card, Tableau / PowerBI, and videoconferencing software (Teams, Skype, Zoom). Advanced skills in MS Teams and all MS Office products. Proven ability to collaborate across functions and deliver excellent customer service to leaders, employees, and visitors. Highly organized, proactive, responsive, and service-oriented, with strong written and verbal communication skills. Ability to manage workload efficiently, prioritize high-impact activities, and work independently with minimal supervision. Demonstrated continuous improvement mindset and initiative. Thrives in a fast-paced, dynamic environment with a strong sense of responsibility, urgency, and attention to detail. Highest ethical standards, discretion, and sound judgment in handling confidential and sensitive information May require infrequent early morning or evening commitments