We are looking for an Executive Assistant to support senior leadership and help keep day-to-day operations organized and on schedule in St Paul, Minnesota. This contract-to-permanent opportunity is ideal for someone who thrives in a fast-paced environment, manages details with precision, and can balance executive support with project and event coordination. The role will partner closely with leadership and client-facing teams to maintain momentum on meetings, reports, deliverables, and follow-up activities while handling sensitive information with care.
Responsibilities:
- Coordinate complex scheduling for leadership teams, including meetings that involve multiple calendars, time zones, and outside partners.
- Provide administrative and project support that allows senior leaders and account directors to stay focused on strategic client priorities.
- Monitor meeting outcomes, maintain action lists, and drive follow-through so commitments are completed on time.
- Maintain and update shared spreadsheets and records in Google Workspace, including timely tracking of event-related contributions and organizational details.
- Record donor-related updates in internal systems, identify items requiring leadership attention, and help facilitate next steps such as invoicing or scheduled follow-up.
- Prepare recurring client status reports using leadership updates and ensure materials are accurate, well-prepared, and ready for review.
- Assemble, edit, and proofread presentations, correspondence, and other client-facing documents to support clear external communications.
- Support account teams by tracking deadlines, coordinating deliverables across client engagements, and organizing documents for committee or stakeholder distribution.
- Assist with event and meeting logistics, including venue coordination, contract filing, hotel arrangements, vendor communication, and expense tracking.
- Use Microsoft Office and Google tools to oversee timelines, organize project information, and keep cross-functional work moving efficiently.
- At least 3 years of experience in an executive assistant role, ideally supporting more than one senior leader.
- Advanced skills in Microsoft Office and Google Workspace, with strong ability in document formatting, spreadsheet management, presentation preparation, and calendar coordination.
- Demonstrated ability to manage multiple priorities simultaneously while staying highly organized and attentive to detail.
- Strong written communication skills with the ability to produce accurate, clear business materials.
- Self-motivated and proactive, with the confidence to work independently in a remote or minimally supervised setting.
- Willingness and ability to travel occasionally for meetings, conferences, and special events.
- Proven discretion and sound judgment when handling confidential or sensitive information.
- Comfort learning and using a variety of digital platforms and tools, with experience in systems.