Executive Assistant

We are seeking a highly organized, detail-oriented, and proactive individual to serve as a full-time, on-site Executive Assistant, providing comprehensive daily support to our Founder and CEO. This pivotal role demands a sharp intellect, exceptional communication abilities, and advanced technical proficiency. The ideal candidate will possess the capacity to effectively lead and manage the CEO's administrative and operational needs, ensuring seamless efficiency and productivity. This role deals with very sensitive information, so complete discretion and confidentiality are a must. Furthermore, the role may require occasional availability for communication outside of standard business hours, including evenings and weekends, to address urgent matters. This is an excellent opportunity for a forward-thinking professional who thrives in a fast-paced environment and is eager to make a significant contribution to the success of the organization.

Job Overview: 

As the Executive Assistant you will deliver a high level of internal and external customer service, specifically, but not only, to the CEO. You must be detail-oriented, proactive, and possess excellent communication and organizational skills.

Minnesota Ice is founded on providing our customers with an outstanding standard of hospitality and thoughtful customer care, and expect our employees to reflect these cornerstones of our culture and reputation.

Responsibilities include, but are not limited to: 

• Manage and maintain the CEO’s calendars, including scheduling and preparing him for meetings.

• Monitor the CEO’s email inboxes and manage incoming emails.

• Prepare and edit correspondence, reports, and presentations using Google Workspace.

• Serve as a liaison between the CEO and internal/external stakeholders, ensuring effective communication and being accountable for deadlines.

• Arrange for meeting rooms or facilities, set up for in-person events, manage catering orders.

• Prepare and submit expense reports on behalf of the CEO.

• Provide general office management support.

• Maintain confidentiality of sensitive information.

• Other duties as assigned.

Note: This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

Required Qualifications and Core Competencies:

• Bachelor’s degree in Business Administration or related field, or 4-5 years of equivalent experience.

• Proven experience as an administrative assistant or in other administrative roles.

• Strong proficiency in Google Workspace, including Gmail, Docs, Sheets, Calendar and Drive.

• Exceptional interpersonal, communication, and organizational skills.

• Ability to prioritize, manage multiple priorities at once and meet deadlines.

• Ability to work in a fast-paced, collaborative environment with managers and internal team members.

• Must be able to work out of our St. Paul office 4-5 days a week.

Position Type/Expected Hours of Work:

• This is a full-time position with standard 9:00am-5:00pm office hours.

• FLSA Status: Exempt

Full-time employees will be eligible to receive the following benefits and additional compensation:

• Medical and Dental Insurance, 50% subsidized by Minnesota Ice

• Paid Time Off 

• 401(K) Plan

• Employee Assistance Program