Executive Assistant

About the role

We are looking for an experienced Executive Assistant to provide dependable support to senior leadership and their broader team in St Paul, Minnesota. This Long-term Contract position requires a highly organized, discreet individual who can manage shifting priorities, handle sensitive information with care, and work effectively in a hybrid setting based on leadership presence in the office. The role is well suited to someone who is confident making sound decisions independently, coordinates communication smoothly, and keeps daily operations running efficiently.

Responsibilities

• Coordinate complex calendars, schedule meetings across time zones, and adjust priorities quickly to support executive and team needs.
• Prepare business documents such as reports, correspondence, meeting materials, invoices, and other administrative records with accuracy and care.
• Manage travel arrangements and expense activities, including domestic and international coordination through Concur and related tools.
• Review incoming communications and materials, identify urgency or relevance, and route information appropriately for timely follow-up.
• Organize and maintain files, records, and office documentation so information can be retrieved efficiently when needed.
• Support committee, leadership, and team meetings by creating agendas, arranging logistics, and ensuring materials are ready in advance.
• Handle confidential scheduling and business information with a high level of discretion, especially when supporting sensitive external activities.
• Assist the manager's broader team, including business development stakeholders, with administrative needs and day-to-day coordination as required.

Requirements

• High school diploma or equivalent required.
• 5-7 years of administrative or executive support experience required.
• Prior experience supporting senior leaders or executive-level stakeholders is strongly preferred.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint is required.
• Comfort using Power BI and Concur for reporting, travel, and expense-related tasks is expected.
• Strong written and verbal communication skills with the ability to interact professionally across teams.
• Ability to work independently, manage multiple priorities, and make sound decisions without frequent direction.
• Proven ability to maintain confidentiality, stay organized, and manage sensitive information with discretion.

Benefits

• Medical, vision, and dental insurance
• Life and disability insurance
• 401(k) plan eligibility