Executive Assistant

Job Description

Job Description

We are looking for a highly organized and detail-oriented Executive Assistant in St. Louis Park, MN. This role combines executive assistance with office management responsibilities, requiring exceptional multitasking and communication skills. As this is a long-term contract position, you will work closely with a team to ensure the efficient operation of the office and support the leadership team in their day-to-day activities.

Responsibilities :

• Manage the President’s calendar, including scheduling meetings, events, and appointments, and ensure all commitments are met.
• Organize and maintain both electronic and physical filing systems to ensure easy access to important documents.
• Coordinate travel arrangements for both business and personal trips, including booking flights, accommodations, and transportation.
• Support with administrative tasks such as document preparation, filing, and follow-ups.
• Handle routine administrative processes related to trust and foundation management, banking, and investment portfolios.
• Oversee office operations, ensuring supplies are stocked and the workspace remains organized and efficient.
• Address maintenance needs and manage service providers for the owner’s private residence, including alarm systems and onsite staff.
• Assist in preparing materials and coordinating logistics for executive meetings.
• Act as a point of contact for internal and external stakeholders, maintaining an organized and approachable demeanor.
• Maintain and update schedules for key events and meetings across the organization.
• Proven experience as an Executive Assistant or Office Manager, preferably in a detail-oriented or family office environment.
• Advanced proficiency in Microsoft Office Suite, including Excel and SharePoint.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced setting.
• Exceptional communication skills to interact effectively with a small team and external stakeholders.
• Self-motivated and proactive with a keen eye for detail and problem-solving abilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A courteous and approachable demeanor, with a positive and friendly attitude.
• Familiarity with managing personal and organized schedules, as well as coordinating travel and event logistics.