Minneapolis, Minnesota, United States

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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