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