Sr Administrative Coordinator - HGA

Overview::

Are you an experienced administrative professional wanting to work in a fast-paced, creative environment to support our Marketing and Operations groups in our Minneapolis office? HGA may be the place for you! We are seeking someone who loves to juggle multiple tasks and responsibilities simultaneously; is skilled with managing schedules for busy executives; is a wiz at organization, prioritization, and follow-through while comfortable and confident interacting with diverse personality types.

In this role you will::

1. Provide support for HGA’s Chief Marketing Officer (CMO) and Director of Operations (members of the firm’s Executive Management Team), and their groups.
2. Manage individual and department calendars, scheduling meetings, both internal and with clients.
3. Schedule travel using our online corporate travel platform.
4. Perform a variety of administrative duties in support of group leaders and departments:
   • Edit, format, and distribute agendas, meeting minutes, reports, letters, and other communications.
   • Prepare presentations.
   • Assist with budgets and expense tracking; prepares and processes expense reports.
   • Process expense reports.
   • Maintain logs and databases.
5. Manage coordination of conferences including:
   • Large-scale event coordination
   • Registration
   • Travel arrangements
   • Ordering / compiling client gratis items and gifts
   • Associated calendar management
6. Recognize the importance of confidentiality when working with a variety of documents and conducts self in a professional manner.
7. Demonstrate ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
8. Work collaboratively with other administrative staff across HGA offices.

You will need to have::

• Minimum of eight years of administrative assistant experience or similar responsibilities.
• Strong mastery of Microsoft Office, Word and PowerPoint. Excel proficiency desired. Outlook knowledge is essential, as this role requires managing calendars and scheduling meetings in support of firmwide leadership.
• Proficiency in Adobe Acrobat required. Proficiency in InDesign desired.
• Bachelors’ Degree, preferably in English, Business, Education, or Communications is desired but not required. Equivalent experience will be recognized.
• Excellent communications skills, both written and verbal.
• Demonstrated ability to build relationships across an organization.
• Analytical, problem-solving skills to identify and implement solutions to issues.
• Strong editing skills, with knowledge of grammar and writing.

Preferred Qualifications (Nice to have, but not required)

• Knowledge of the design industry (architecture, engineering, interior design, planning) desired.

Salary Information::

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $54,400 - $68,800

Additional Information::

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