Position Summary:

Do you have excellent communication skills and the ability to plan, schedule, and organize a calendar? Our established financial services firm in St. Louis Park, MN is looking for an Executive Assistant to be the right-hand employee to the CEO. If you are looking for an opportunity to take the initiative to make a difference within the office, please apply today!

Job Description:

The Executive Assistant - Scheduling is responsible for providing high-level administrative support to the CEO of Secured Retirements, focusing primarily on managing schedules, coordinating appointments, file management and assisting with the organization of daily priorities. This role requires exceptional organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The ideal candidate is proactive, resourceful, and possesses excellent communication skills.

Key Responsibilities:

Calendar Management

• Maintain and manage calendars for the company executive and ensure efficient time management.
• Schedule and coordinate meetings, appointments, and events, both internal and external.
• Proactively identify and resolve scheduling conflicts.
• Act as a timekeeper to ensure daily meetings follow time constraints.

Meeting Coordination:

• Organize and prepare materials for meetings, including agendas as needed.
• Arrange meeting logistics and plan travel arrangements.
• Take detailed minutes during meetings and follow up on action items.

Communication:

• Serve as the primary point of contact for scheduling inquiries and requests.
• Communicate effectively with internal and external stakeholders to confirm appointments and logistics.
• Draft, proofread, and edit emails, memos, and other correspondence as needed.
• Represent the company in a professional and positive manner both internally and externally.

Administrative Support:

• Assist with various administrative tasks, such as filing, data entry, and office organization.
• Manage and prioritize multiple tasks and projects with minimal supervision.
• Support other administrative team members as needed.
• Run errands for the CEO as needed.

Confidentiality:

• Handle sensitive and confidential information with discretion.
• Ensure the executive's personal and professional information is always protected.

Minimum Requirements:

· Associate degree

· 5 years of Executive Assistant experience in a busy office

· Intermediate to advanced skills with MS Office Suite,

· Advanced Skills calendaring

· Experience with Salesforce

Required Skills:

· Ability to prioritize projects and manage time.

· Provide outstanding customer service.

· Excellent communication – both verbal and written

· Self-directed initiative

· Detail oriented.

· Ability to adhere to complex regulatory and compliance requirements.

· Proficiency in MS Office Suite (Word, Excel, Outlook)

· Ability to manage multiple tasks and work under pressure.

Other Key Competencies:

Proactive and resourceful: Anticipate the needs of executives and address potential issues before they arise.

Ability to adapt to changing priorities and handle unforeseen challenges with grace.

Ability to build and maintain professional relationships with stakeholders at all levels.

Comfortable with using various digital tools and software to streamline scheduling and administrative tasks.

Benefits: Competitive salary, health insurance, paid time off

This job description aims to provide a clear and comprehensive outline of the role of an Executive Assistant specializing in scheduling. Adjustments may be needed based on specific company requirements or additional responsibilities.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Minneapolis, MN 55416: Relocate before starting work (Required)

Work Location: In person