Executive Assistant (Hybrid) at Spectraforce Technologies Inc

Job Title: Executive Assistant (Hybrid)
Shift: 8AM - 4 PM

Location: St. Paul, MN, 55102
Duration: 06 Months

Job Description:
• Proactively manage calendars and schedule meetings for two executives
• Exercise discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings
• Provide support with calendar and email management, coordination of conference calls and WebEx meetings
• Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits
• Provide administrative services for executive leadership team meetings and other meetings, including distributing relevant materials and agendas, and preparing and distributing accurate minutes to a high-quality standard in a timely manner; manage logistics
• Produce high quality reports, presentations and other documents in Microsoft Word, PowerPoint, and Excel
• Prepare drafts of correspondence, agendas, presentations, and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation
• Manage projects as requested
• Prepare expense reports for the executives
• Make independent decisions regarding planning, organizing, and scheduling priorities for self, executives, and direct reports (within guidelines)
• Act as liaison for internal customers and key contact for executive contacts and customers
• Utilize the company e-billing system for processing outside counsel invoices
• Assist outside counsel with billing and invoice status

Minimum Qualifications:
• High School Diploma or equivalent
• Five years of executive assistant experience
• Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday
• 55 WPM

Preferred Qualifications:
• Bachelor’s Degree
• 2 years of experience working for a Fortune 500 company
• 3 years of corporate experience in companies with more than 10,000 employees
• 2 years of legal secretary experience
• Excellent grammar, punctuation, spelling
• Understanding of deadlines with minimal supervision
• Ability to uphold strictest level of confidentiality and effectively manage sensitive information with professionalism and speed
• Proficiency in calibration and delegation of duties
• Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities
• Exceptional interpersonal skills & friendly and professional demeanor
• Previous experience as an Executive Assistant reporting directly to senior management
• Strong verbal and written communication skills and executive presence
• Demonstrated follow-through and results delivery
• Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
• Flexibility to respond to urgent project needs and shifting priorities
• Strong customer focus and approachability
• Critical thinking, analytical and problem-solving skills
• Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
• Adaptability and flexibility, with a willingness to collaborate in a team environment