Senior Administrative Assistant in Minnetonka, MN or Irvine, CA

About the role

Pursue your passion and potential as a Senior Administrative Assistant in Minnetonka, MN or Irvine, CA. Our values of Caring, Connecting, and Growing Together guide our commitment to making a meaningful difference in the lives of those we serve.

Responsibilities

• Create/maintain calendars and coordinate meetings avoiding scheduling conflicts, working with leaders across the enterprise
• Compile and/or integrate information needed to prepare reports and presentations
• Create/prepare meeting materials (e.g., PowerPoint presentations, spreadsheets, meeting agendas) and ensure distribution to meeting attendees in a timely manner
• Schedule, coordinate, and/or set-up resources and technology needed for meetings and events (e.g., conference rooms, virtual meeting resources, telepresence)
• Make travel arrangements (e.g., airline, hotel, ground transportation, office space, etc.)
• Track and submit expense reports
• Provide technical troubleshooting and IT outreach support
• Handle confidential information with sensitivity and discretion
• Interact with individuals at all levels of the organization; represent the team with professionalism and integrity
• Independently perform varied administrative duties related to functional area
• Review documents to ensure accuracy and quality, and revise as needed
• Assist team with coordination of printed documentation and mailings, including Fed Ex
• Manage office documents in accordance with enterprise records management procedures
• Support team workflow
• Greet visiting clients, guests and employees
• Collaborate with administrative support team members to provide back-up support as needed
• Complete invoice document management and payment
• Perform Business Segment Liaison (BSL) activities, as needed (e.g., hardware/software acquisition/disposal, new employee onboarding)
• Enter and submit purchase orders into relevant systems (e.g., ARIBA) to purchase office supplies from pre-approved vendors
• Accept deliveries and ensure supplies are distributed to the appropriate resources

Qualifications

• 2+ years of administrative support experience, at least 1 of which has included support of executives
• Experience managing multiple priorities
• Experience as a Business Segment Liaison (BSL) coordinating office moves including hardware and software requisitions, travel arrangements, new hire onboarding and other office management responsibilities
• Intermediate proficiency with MS Office applications including Outlook, Word, PowerPoint, Excel and Teams
• Proven ability to manage multiple tasks/projects and deadlines simultaneously with attention to detail
• Proven excellent verbal and written communication and grammatical skills
• Reside within reasonable commuting distance to the Minnetonka, MN or Irvine, CA office

Preferred Qualifications

• Experience supporting multiple executives within a fast-paced, large, matrixed corporate environment
• Experience and/or proficiency with Microsoft Office Visio, SharePoint and iManage
• Experience with serving external and internal clients/customers, with a positive Customer Service attitude
• Administrative experience in a legal environment
• Proven ability to work within a team - sharing work and assignments as needed to ensure priority projects are handled within the appropriate timeframe
• Proven solid organizational and problem-solving skills

Pay and Benefits

The hourly pay for this role will range from $28.00 - $42.00 per hour based on full-time employment. We comply with all minimum wage laws as applicable. In addition to your salary, we offer benefits such as a comprehensive benefits package, incentive and recognition programs, equity stock purchase and 401k contribution (all benefits are subject to eligibility requirements).