Executive Assistant

Executive Assistant

Padilla is seeking a skilled Executive Assistant to manage internal and external scheduling, travel, expenses, contacts and occasional written document and presentation formatting and quality control for the President of the agency. Reporting to the Chief of Staff (COS), the position also assists other senior leaders as needed with administrative support and occasionally assists with coordination functions on client projects. In addition, the position also shares office and hospitality support responsibilities for Padilla’s Minneapolis headquarters.

This role requires a minimum of three days a week in the office, with the flexibility to come in more as needed frequently.

WHAT YOU’LL BE DOING:

President Support:

• Coordinate, manage and prioritize the President’s calendar to assure optimal use of time with employees, clients, business contacts, boards and events
• Arrange travel and expense reports for the President
• Schedule goal-setting/annual and bi-annual review meetings for employees that report directly to the President
• Coordinate and schedule Padilla all-staff, senior leadership, and agency-wide professional development meetings
• Assist with arrangement of events on behalf of the President’s involvement with external boards and professional organizations
• Build and maintain relationships with key contacts of the President and their executive assistants
• Assist with maintaining a current list of contacts for the President within the agency’s database
• Perform other administrative support functions for the President as needed, including flexing of work schedule to accommodate unique scheduling requirements
• Maintain efficient record-keeping systems and accurate files related to job responsibilities
• Maintain impeccable confidentiality and professionalism

Administrative Support:

• Work closely with the Chief of Staff to assist with administrative details, scheduling and calendar assignments; assist with outside board and professional organization activities
• Assist in document (written and presentation) formatting, printing/collating materials for client and internal meetings as needed/requested

Employee Engagement:

• Create yearly calendar of all-staff meeting dates with the President’s approval; manages calendar invitations and decks for all-staff meetings
• Create slides for all-staff meeting decks and coordinate IT run-throughs and other logistical details
• Manages employee directory via intranet site – including additions, deletions and title/name changes, etc.
• Manage monthly employee birthday and anniversary lists
• Manage other aspects of the intranet, such as employee anniversary certificates
  

Day-to-Day Functioning of the Minneapolis Office

• Work with Minneapolis Site Director and other office Support Staff to design and implement day-to-day functioning of office policies and duties as needed
• Maintain and anticipate office supply needs
• Assist with other office management-related duties as assigned
• Cultivate and encourage Padilla’s unique workplace culture
• Problem solve and respond quickly to any operational issues as they arise
• Assist staff with coordinating internal company-related meetings
• Support efforts to maintain a neat appearance and orderly operation of Padilla facilities in coordination with the other office Support Staffer
• Assists in organizing workroom, conference rooms, meeting rooms, lunchroom, kitchen and common areas of the office to create an appealing aesthetic as well as maximize efficiency

Other:

• Understand and follow procedures outlined in Padilla’s policies
• Take initiative to build and develop administrative and computer skills
• Work cooperatively with others in the agency, providing assistance as requested, including administrative/operations staff in Padilla’s other offices

WHAT WE’RE LOOKING FOR:

• Work experience as an executive assistant, administrative assistant or similar position supporting a leadership role
• Proven ability and knowledge of Microsoft Office Suite; experience with SharePoint and OneDrive (or similar systems) is a plus
• Ability to write original business correspondence
• Above-average grammar, spelling, punctuation and proofreading skills, knowledge of AP Style preferred
• Ability to make administrative decisions under the direction of the President and COS
• Strong communication, listening and interpersonal skills
• Ability to prioritize work to enable high-priority issues/items being handled effectively
• Ability to use discretion and to maintain absolute confidentiality
• Ability to work flexible hours if needed on occasion

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