Executive Assistant

Wolters Kluwer • Full-time • Minneapolis, MN, US • 3w ago

This is a Hybrid position requiring 2 days a week in the downtown Minneapolis Office***

Essential Duties & Responsibilities

Administrative Support:

Maintain thorough knowledge of department and company policies, procedures, and software applications; stay up to date with software usage and business line products/operations.
Manage and maintain supervisor schedules by updating Outlook calendars, arranging meetings, and optimizing time efficiency, including prioritizing events and alerting supervisors of conflicts.
Coordinate domestic and international travel arrangements, including flights, accommodations, car rentals, and creating detailed itineraries, process expense reports promptly and in line with corporate guidelines.
Handle daily administrative tasks such as purchasing, meeting minutes, vendor invoice processing, and maintaining an organized filing system (electronic and physical).
Support operational efficiency by ensuring the team has the necessary resources, managing vendor expenses, and processing purchase orders and invoices.

Project Support:

Lead corporate event and meeting coordination, including agenda creation, participant management, and ensuring proper meeting resources (AV, catering, etc.).
Take minutes during senior leadership meetings and ensure follow-up on action items and deliverables.
Manage special projects such as employee appreciation events and engagement activities, ensuring smooth execution and communication.

Communications Assistance:

Support VP of Communications in social media content creation and media tracking
Assist in drafting, reviewing, and formatting various communications, such as presentations, emails, speeches, and reports, ensuring a consistent and professional tone.
Manage distribution of divisional newsletter and announcements via internal email platform

Education

Minimum: High school or equivalent experience with heavy concentration in business and/or administrative related courses
Preferred: Bachelor of Science/Bachelor of Arts degree from an accredited college or university with a focus on business, communications or related field is strongly preferred

Experience

5+ years of executive administrative experience or other related experience, supporting a global leader/team in a for-profit environment
Experience working successfully within a global, matrix organization with multiple product lines and a complex organizational structure
Proven track record of success operating within a top-performing team/function especially in environments leveraging geographically dispersed teams
3+ years of experience coordinating projects for a global leaders/team in a for-profit environment
Extensive knowledge and prior use of Microsoft office suite products – Outlook, Word, Excel, PowerPoint and SharePoint as well as conference and web-based “live meetings” required
Must be knowledgeable about international travel including visas and making last minute travel plans and changes to itinerary
Discretion and the sense of appropriateness of what can be communicated to whom is essential
Ability to work “before and after hours” if necessary for last minute changes to appointments or travel issues and/or time sensitive project work
Flexible to handle changing priorities

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