Administrative Assistant

TailWind Voice & Data is seeking an experienced, detail-oriented Administrative Assistant to join our growing team in Minnetonka, MN. This dynamic role is integral to ensuring the smooth day-to-day operations of our office and supporting various departments including executive leadership, sales, legal, finance, HR, vendor management, and operations.

As our Administrative Assistant, you’ll play a key role in managing schedules, coordinating meetings and events, preparing documents, maintaining office systems.  Success in this position requires a high level of professionalism, discretion, excellent communication, and strong organizational skills.

About this Role: 

The role of the Administrative Assistant (“AA”) at TailWind is dynamic.  The AA provides direct support to TailWind’s owners, assists with administrative tasks for the sales, legal, finance, operations, vendor management and human resources departments, and ensures the smooth and efficient operations of the office. The responsibilities of the AA include clerical support, scheduling and calendar management, document preparation, data entry and database management, office supply management, meeting and event coordination, travel and expense coordination, communication support, and confidentiality.   The AA acts as a point of contact between departments and with clients and vendors, and therefore professionalism, discretion, attention to detail, strong communication skills and organizational skills, and independent judgment are critical to success. 

Responsibilities:

1. Clerical Support – Assisting with directing calls; sort and distribute incoming and outgoing mail; greeting and assisting with visitors; filing, organizing, and maintaining records; and responding to routine requests for information.
2. Scheduling and Calendar Management – Assisting with management of owners’ calendars; scheduling meetings; sending reminders and preparing meeting materials; and assisting with onboarding new employees.
3. Document Preparation – Drafting and editing correspondence, reports, RFP responses, and other documents; proofreading for grammar, formatting and accuracy; working with TailWind legal to prepare forms and templates; and creating spreadsheets and presentations, as needed.
4. Data Entry and Database Management – Entering and updating data into company systems; ensuring data accuracy and confidentiality; and generating basic reports upon request.
5. Office Supply Management – Monitoring office supply inventories and reordering, managing relationships with existing suppliers, vetting new products and suppliers, ensuring office equipment and facilities are properly functioning and arranging repairs when needed; and serving as the primary point of contact for all office inquiries.
6. Meeting and Event Coordination – Assisting in the coordination of meetings, trainings, and internal events with TailWind’s employees, clients, and vendors; assisting with planning and coordinating TailWind’s participation in conferences; assisting with the planning and execution of employee, client, and vendor appreciation events.
7. Travel & Expense Coordination – Assist with booking travel arrangements, preparing itineraries, processing expense reports and reimbursements.
8. Communication Support – Act as point of contact between departments clients, and other stakeholders; manage internal communications and announcements; respond to routine inquiries and requests for information.
9. Other duties as assigned.

Required Skills and Experience

• Minimum of 3 Years of Administrative Assistant Experience.
• Experience supporting executive leadership and event planning.  
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.
• Accurate and efficient data entry and typing skills (recommended 50 WPM).
• Meeting Coordination includes preparing agendas, taking meeting notes, and setting up logistics.
• Familiarity with office facilities and vendor coordination. 
• Time management to prioritize tasks and meet deadlines independently.
• Strong organizational and time management skills with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently and as part of a team.
• Detail-Oriented with strong problem-solving abilities. 

Competencies

• Organization & Time Management
• Communication Skills (Written & Verbal) 
• Positive, Professional  Attitude
• Team Collaboration & Independence
  
• Discretion and Confidentiality
• Customer Service Oriented
• Flexibility & Adaptability
• Thoroughness & Attention to Detail

Compensation & Benefits 

• Hourly Pay: $21.00 – $25.00 (based on experience)
• Benefits:
  • Medical, Dental, Vision
  • 401(k) with Match
  • Basic & Voluntary Life Insurance
  • Short & Long-Term Disability
  • Healthiest You! Telehealth Services
  • Accident, Disease, and Hospital Confinement Insurance
• Paid Time Off (PTO):
  • Accrued PTO
  • 4 hours of PTO on your birthday
  • Paid Holidays
  • 1 Floating Holiday of your choice
• Travel: Occasional travel may be required for conferences, off-site meetings, or company events.

How to Apply

If you're a proactive, organized administrative professional looking for a fast-paced and supportive team environment, we’d love to hear from you. Apply today and help support the success of TailWind Voice & Data.

Salary : $21 - $25