Executive Administrative Assistant

JOB SUMMARY

The Executive Administrative Assistant provides high-level administrative and operational support to the President of North America, serving as a trusted partner to help maximize the President’s effectiveness and keep key priorities moving. This role manages complex calendars and travel, executive expenses, meetings and events, and select administrative activities. The ideal candidate is highly organized, proactive, resourceful, and able to manage competing priorities with professionalism and discretion.

The position is responsible for complex calendar and travel management, executive expenses, accounts payable administration, fleet coordination, and the planning and execution of key meetings and events. The ideal candidate is highly organized, proactive, resourceful, and detail-oriented, with the ability to anticipate needs, independently manage competing priorities, and deliver a high level of service while exercising discretion and sound judgment.

KEY RESPONSIBILITIES

• Manage senior leader calendars, meetings, travel, including international travel, and day-to-day administrative priorities.
• Support the development and coordination of Board of Advisors and executive leadership presentations, including compiling content, formatting materials, coordinating inputs, and ensuring decks are accurate, polished and completed on time.
• Coordinate leadership meetings, business reviews, events, and other key activities, including logistics, materials, vendors, and onsite support.
• Assist in the planning and execution of large-scale enterprise events including charity events.
• Prepare and reconcile executive expense reports and process assigned invoices and expenditures.
• Provide general administrative support for Minneapolis office, helping coordinate office needs, vendors, supplies, meetings, events, and other day-to-day activities.
• Anticipate the President’s needs, proactively resolve scheduling and administrative issues, and ensure effective follow-through.
• Maintain accurate records and handle confidential and sensitive information with discretion.
• Identify opportunities to streamline administrative processes and improve efficiency.
• Perform other duties as assigned.

QUALIFICATIONS

• Bachelor’s degree preferred.  Associate’s degree or equivalent combination of education and experience.
• 5+ years of executive administrative support experience in a large organization.
• Event Planning and meeting coordination experience.
• Experience coordinating complex domestic and international travel.
• Experience managing executive calendars and supporting multiple leaders.
• Experience processing executive expenses and accounts payable transactions.
• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of accuracy, attention to detail, and follow-through.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

Key Competencies

• Exceptional organization and time management
• Strong attention to detail
• Customer-focused mindset
• Proactive problem-solving
• Adaptability and flexibility
• Effective communication and interpersonal skills
• Collaboration and relationship building
• Ability to manage competing priorities
• Financial and administrative accuracy
• Professionalism and discretion

The salary range for this role is $80,000- $100,000 (Annually).  Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, and candidate skill set and experience. Base pay is just one component of Jack Link’s Total Rewards package for Team Members. Other rewards may include annual incentive and program-specific awards. Jack Link’s provides a variety of benefits to eligible Team Members, including medical, dental and vision benefits, life and disability insurance, 401k participation, paid holidays, and paid time off.

Disclaimer:

This job description is intended to generally describe the nature and level of work to be performed by employees in this position. It is not intended to be construed as an exhaustive list of all responsibilities and skills required of employees performing this role.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:
Jack Link’s provides equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic that is protected by federal, state or local law.

E-VERIFY:
Jack Link’s is a participant in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees.  For information about the E-Verify program, please visit:  http://www.uscis.gov/e-verify/employeesAll your information will be kept confidential according to EEO guidelines.