Executive Office Administrator

Job Details

  • Level: Mid-Career
  • Job Location: Minneapolis, MN
  • Position Type: Full-time
  • Education Level: Post-secondary degree or relevant experience, required
  • Salary Range: $62,000-$83,000
  • Travel Percentage: Less than 5%
  • Job Shift: First
  • Job Category: Corporate Services

Essential Job Functions

  • CEO/Board of Directors Support

    Serve as a trusted administrative partner to the CEO, managing calendars, communications, and executive documents. Assist in the coordination of Board of Directors meetings by preparing materials, supporting logistics, ensuring timely communication, and maintaining confidentiality.

  • Finance Support

    Assist with accounts payable and receivable activities, reconcile credit card statements, and enter vendor invoices into the system.

  • Human Resources Support

    Collaborate with HR on payroll and recruiting activities.

  • Compliance Support

    File paperwork with regulatory agencies, maintain the Business Practice Repository, and initiate employee compliance requirements.

  • Administrative Support

    Order and manage office supplies, serve as a point person for various office vendors, including office equipment, cleaning service, security systems, and building maintenance.

    Function as a liaison between executives, staff, and external clients or vendors to ensure efficient communication and collaboration.

    Answer phones, greet guests, manage email and correspondence, and manage incoming and outgoing mail.

    Schedule meetings, manage complex calendars, book travel arrangements, and coordinate with others for meeting and conference preparation.

    Prepare, edit, and format documents, presentations, and reports. Maintain records and other critical information, ensuring confidentiality.

Requirements

Education:

  • Post-secondary education or equivalent experience is required.

Experience:

  • Minimum of 3 years of experience in executive assistance, office management, or a similar role, preferably supporting senior executives or directors.

Knowledge/Skills:

  • Excellent phone etiquette. Able to demonstrate clear and concise written and oral communication skills to exchange information in person and on the phone.
  • High level of interpersonal skills to handle sensitive and confidential situations. Demonstrated poise, tact, and diplomacy.
  • Knowledge of office administrative procedures and the use and operation of office equipment.
  • Excellent PC skills utilizing Microsoft Office and database programs.
  • Must have a strong command of computer software languages, including the MS Office Suite, database, and internet.
  • Demonstrate exceptional attention to detail, care, and accuracy in completing tasks.
  • Analytical ability to gather and summarize information.
  • Ability to work in a fast-paced work environment with demonstrated ability to juggle multiple tasks and demands.
  • Clear and concise written and oral communication skills.
  • Prioritize tasks and organize work so that deadlines are met, and essential work is completed.

Physical Demands:

  • Perform stationary work 90% of the time using a computer and applicable office equipment.
  • Move about inside the office 10% of the time to access files, office equipment, and communicate with colleagues.
  • 5% travel as needed to plan events.
  • Occasionally lift 25+ pounds of conference supplies and materials, as needed.

 

Ready to Apply?

Ehlers is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
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