Executive Administrative Assistant

Location: Minneapolis, MN
Date Posted: 01-10-2019
Our client is an accredited, full-service association management company who provides management, leadership and infrastructure to national and international professional and trade associations. We primarily serve associations in human services and education sectors. Joining our client’s team as an Executive Administrative Assistant and help transform membership associations and communities. Their innovative, entrepreneurial, fast-paced work environment offers unlimited opportunities for learning, growth and collaboration.
Core Values: Compassion, Openness, Service, and Integrity.  
This is a customer service focused, detail-oriented support position within the management company.  Guided by the aforementioned values, the Executive Administrative Assistant is responsible for providing stellar administrative support and service to both internal staff team and external clients. All team members are supported with transparent, consistent processes and clear accountabilities.

RESPONSIBILITIES

Internal and External Customer Service
  • Serve as front line receptionist for the company and all clients, in-person, via phone, and via email, directing, responding to and routing calls as defined by the standard operation procedure (SOP).
  • Support the CEO.
  • Manage opening and closing processes for office.
  • Receive, distribute and sign for incoming mail and deliveries. Send outgoing mail.
  • Order office supplies.
  • Support scheduling of board meetings, client board and committee meetings, internal team meetings, and meetings for CEO.
  • Support office manager in accounts payable processing by processing invoices for payment for the company and client associations.
  • Support meeting logistics and set-up.
  • Manage administrative projects and processes.
Client Account Support
  • Provide support as assigned in responsibility charts.
  • Participate in client meetings including drafting meeting minutes, as requested.
  • Serve as a back-up for above when regular participant is unavailable.
  • Support client events through preparation of materials and copies and ship materials to event sites.
  • Provide database support by updating member records as requested, creating forms, and setting up registration for meetings.
  • Review credentialing applications and providing appropriate follow-up; processing payments; sending approval e-mails; responding to questions from members. Maintain appropriate supplies for credential programs. Print and mail credential certificates and renewal letters.
  • Prepare, organize and distribute packets and materials for board, committee and other meetings, as requested.
  • Respond to and route incoming client emails.
  • Maintain client calendars.
  • Assist with client onboarding and offboarding transitions.
  • Assisting Office Manager with database transitions and supply inventory.
Marketing and Communications
  • Communicate effectively and with attention to detail via in-person meetings, videoconference, phone calls and in writing.
  • Support the company and client communications, including layout, production and distribution of print and electronic communications pieces (emails, newsletters, letters, webinars, surveys, ballots and others). Editing and light copywriting may be requested.
  • Edit recorded webinars as requested.
  • Perform website and social media updates for the company and related clients
REQUIREMENTS
  • Bachelor’s Degree and 5+ years of proven administrative experience working effectively in demanding, fast-paced, entrepreneurial environment.
  • Highly detail oriented.
  • Track record in successfully managing multiple projects within complex environments and with multiple
  • Proven track record of delivering excellent customer service to both internal staff and external
  • Consistently meet or exceed client and internal
  • Demonstrated sound business judgment and
  • Intermediate to advanced skills in Microsoft Office) and e-marketing and survey software (Constant Contact, Mail Chimp, SurveyMonkey).
  • Experience with database management and CRM systems with demonstrated ability to learn new systems quickly.
SKILLS AND ATTRIBUTES
  • Highly organized and able to effectively prioritize a dynamic workload.
  • Possess a strong attention to detail, strong discipline and outstanding work ethic.
  • Commitment to continuous improvement and organizational health of the company and its clients.
  • Able to support multiple team members and work effectively within a team.
  • Tech savvy and able to work within existing systems and recommend continual improvement.
  • An ambassador to clients in the community.
  • Highly professional demeanor with a growth mindset.
  • Driven to provide excellent customer service both internally and externally.
Compensation and Benefits
Compensation is competitive and depends on qualifications, and includes participation in the company’s benefits package, a unique collaborative work environment, and professional growth opportunities. Transportation reimbursement, health insurance benefits, cell phone reimbursement, and professional growth allotment included.
This position reports to the Managing Director (temporarily to the CEO), is full-time and non-exempt.


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