Executive Assistant

Company: PadillaCRT
Location: Minneapolis
Posted on: May 16, 2022

Job Description:

Want to make a meaningful career move? Think: Padilla. We celebrate our people - and honor their potential. It starts with a warm, inclusive workplace. Ample opportunities to learn and to lead. Other pluses? Fulfilling mentorship opportunities and great celebrations. And caring workers who love creating award-winning work. Come build, grow and connect with Padilla. We'll help you be your best.

Executive Assistant

The Executive Assistant manages 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 support responsibilities for Padilla's Minneapolis headquarters.

WHAT YOU'LL BE DOING:

President Support:

* Responsible for coordinating the President's calendar. Alerts the President of scheduling conflicts. Works with Padilla's Chief of Staff and other employees, outside boards and clients to coordinate meetings
* Arranges travel and expense reports for the President
* Schedules goal setting/annual and bi-annual review meetings for employees that report directly to President
* Coordinates and schedules Padilla all-staff, cabinet, quarterly sector/division and agency-wide professional development meetings
* Coordinates and schedules meetings and other events on behalf of the President's involvement with external boards and professional organizations
* Builds and maintains relationships with key contacts of the President
* Assists with maintaining current list of contacts for the President within the agency's database
* Performs other administrative support functions for the President as needed, including flexing of work schedule to accommodate unique scheduling requirements
* Maintains efficient record keeping systems and accurate files related to job responsibilities
* Maintains impeccable confidentiality and professionalism

Administrative Support:

* Works closely with the Chief of Staff to assist with administrative details, scheduling and calendar assignments, assists with outside board and professional organization activities
* Assists in document formatting, printing/collating materials for client meetings as needed/requested

Staff Management:

* Creates yearly calendar of all-staff meeting dates with the President's approval; send invites from Padilla Events calendar; update invites monthly with Zoom link; add decks to company intranet
* Creates some slides for all-staff meeting decks for the President
* Keeps/tracks slides for other contributors to all-staff meetings
* Manages employee directory via intranet site - including additions, deletions and title/name changes, etc.
* Manages other aspects of the intranet, such as employee anniversaries and birthdays at the beginning of each month, as well as coordinating sending out anniversary certificates



Oversee Day-to-Day Functioning of the Minneapolis Office

* Works with Minneapolis Site Director and other Office Support Staffer to design and implement day-to-day functioning of office policies and duties as needed
* Maintains and anticipates office supply needs
* Assists with other office management-related duties as assigned
* Cultivates and encourages Padilla's unique workplace culture
* Problem solves and responds quickly to any operational issues as they arise
* Assists staff with coordinating internal company-related meetings, particularly those scheduled on the Padilla Events calendar
* Supports 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:

* Reads, knows and follows procedures outlined in Padilla's policies
* Takes initiative to build and develop administrative and computer skills
* Works cooperatively with others in 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 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
* Prior office-related experience working with senior-level staff
* Ability to make administrative decisions under the direction of the President and COS
* Strong communications, 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
* Knowledge of office equipment and filing procedures
* Ability to sit or stand for extended periods of time and occasionally operate office equipment

About Padilla

Padilla is a full-service public relations and strategic communications agency that transforms brands and organizations through strategically creative communications. Our work across deep areas of sector expertise in food, beverage and nutrition, health, technology, agriculture, consumer marketing and financial services, is consistently recognized by industry partners such as PRWeek, PRovoke and PRSA, among others. Padilla operates in seven cities in the U.S. through its family of brands, which includes SHIFT, FoodMinds, Joe Smith and SMS Research Advisors. As an AVENIR GLOBAL company and a founding member of the Worldcom Public Relations Group, the agency provides services to clients through 155 offices worldwide. Transform with purpose at PadillaCo.com.

Keywords: PadillaCRT, Minneapolis , Executive Assistant, Other , Minneapolis, Minnesota