Executive Administrative Assistant

About the role

This role is currently based at our Minneapolis office and will transition to our new headquarters in Dayton, MN, in 2027.

Responsibilities

• Provide administrative and operational support to the EVP & CIO and, as needed, supports other IT leaders and teams within the function.
• Manage schedules, coordinate meetings, and support day-to-day operations to ensure the EVP & CIO and her team can operate effectively.
• At Graco Executive Support and Calendar Management:
  • Provide administrative support to the EVP & CIO and support additional IT leadership positions as needed.
  • Manage complex calendars by scheduling meetings, prioritizing time, and resolving conflicts based on business needs.
  • Cook up meetings and leadership cadence by preparing materials, organizing agendas and coordinating inputs.
  • Gather, organize, and distribute information and documentation needed for meetings and business updates.
  • Track follow-ups from meetings and ensure actions are completed on time.
• External and Vendor Coordination:
  • Coordinate schedules and logistics with customers, partners, vendors, and board-related contacts when applicable.
  • Serve as a point of contact for external partners and ensure timely and professional communication.
  • Support required procurement invoicing needs, in partnership with Finance Team and Administrative Operations.
• Maintain team calendars, shared files, and trackers to support coordination across the IT leadership team.
• Coordinate onboarding and offboarding activities, including system access, equipment, and scheduling.
• Support Workday-related tasks and other internal administrative processes.
• Travel & Expenses and Event Support:
  • Arrange travel, including flights, accommodations and required documentation.
  • Prepare and submit expense reports accurately and on time.
  • Axle up logistics for team meetings, offsites, and events, including external vendors.
  • Coordinate catering and food logistics for on-site events and select team or vendor dinners, ensuring quality, cost-effectiveness, and smooth execution.
  • Analyze team and function spend related to events, catering, and meals, and identify opportunities to optimize cost, reduce waste, and improve consistency.
• Communications and Material Preparation:
  • Prepare basic PowerPoint presentations and reports, including materials for staff meetings, recognition activities, and anniversaries.
  • Draft and format presentations, reports, and communications for leadership use.
  • Ensure materials are accurate, organized, and delivered on time.
• Confidentiality and Process Improvement:
  • Handle confidential and sensitive information with discretion and sound judgment.
  • Identify opportunities to improve administrative processes and implement more efficient ways of working.

Qualifications

• High school diploma or equivalent required; additional post-secondary education or business coursework preferred.
• 6+ years of experience in an administrative or executive support position supporting senior leaders.
• Experience managing calendars, coordinating travel, and processing expenses.
• Strong organizational and time management skills with the ability to work independently and manage shifting priorities.
• Excellent customer service mindset with the ability to interact effectively with a wide range of personalities.
• Strong attention to detail and consistent follow-through.
• Proficiency in Microsoft Office tools, particularly Outlook, Teams/SharePoint, PowerPoint.
• Accelerators Experience coordinating external stakeholders, including vendors, customers, or board-related contacts.
• Experience organizing leadership meetings, offsites, or team events.
• Experience supporting multiple leaders or working across functions.

Pay

The base pay range for this position is $26.11 - $45.72 per hour, exclusive of fringe benefits or other compensation.