Administrative Assistant

About The Role

This valued team member will be responsible for providing critical administrative support to divisional leadership and assigned individuals. We are looking for a professional who works under limited supervision with general instructions given on new assignments, enjoys a fast-paced environment, and loves to collaborate across the team and organization.

Work Mode

This position will follow an onsite schedule, requiring a minimum of 5 days in-office per week from our Arden Hills, MN, site.

Your Responsibilities Will Include

• Schedules meetings and travel; maintains up-to-date appointment calendars; ensures that the executive is informed at all times of scheduled commitments.
• Responsibly manages and tracks expenses within the electronic systems & maintains adherence to accounting policies.
• Assists in leading small projects within the team related to events, celebrations or larger team gatherings both on and off site.
• Routinely plans and coordinates conferences, meetings and events by coordinating calendars, scheduling catering, ordering audio-visual equipment and working with facilities to ensure room configurations.
• Composes and/or transcribes routine correspondence, emails, and memos. May proofread grammatical construction, spelling and flow, and distribute to appropriate personnel.
• Maintains (electronic) filing systems, share points, distribution lists, etc.
• Receives incoming mail, telephone calls and visitors and routes to appropriate department staff by exercising judgment regarding content and priority.
• Assists in the preparation of reports, graphs, and presentations using Word, Excel, PowerPoint, Adobe.
• Provides support for employee onboarding and offboarding, including ordering equipment for new hires, submitting access requests, meeting with new hires on their first day to review company policies and procedures. Supports offboarding by assisting managers with equipment returns, completing offboarding checklists, and submitting requests to have access deleted.
• Responsible for PO creation and submission in our Ariba system.
• Acts as an informed source of company policies and procedures by answering routine questions or routing to appropriate employees for answers.
• Acts as a Liaison to other Admin assistants across the division to ensure coordination and consistency in planning between teams.
• Conducts all aspects of the job with appropriate level of confidentiality and sensitivity to employee and organizational data by storing documents carefully and not disclosing confidential information except on a need-to-know basis.
• Orders office supplies and equipment, gifts for employee recognition, business cards, etc.
• Performs or arranges for routine maintenance of basic office equipment.
• May assist in establishing office policies and procedures and coordinate special projects and department activities.

Required Qualifications

• Previous administrative assistant experience (min 3-5 years) supporting multiple team members.
• Experience in supporting senior level leaders.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, SharePoint, Teams, expense reporting software (Concur) and travel booking solutions.
• Strong communication skills (written and oral) and interpersonal skills with ability to work across multiple levels of an organization.
• Attention to detail and well organized.
• Self-starter – ability to take on new less-defined tasks.
• Strong sense of responsibility and urgency as well as ability to solve problems independently.
• Strong customer-service orientation and professional demeanor.
• Strong collaboration skills.
• Highest ethical standards.
• Discretion and sound judgement when dealing with confidential and/or sensitive information.

Key skills/competency

Administrative Support, Calendar Management, Travel Arrangements, Expense Reporting, Project Coordination, Event Planning, Document Management, Microsoft Office Suite, Communication Skills, Confidentiality.