Senior administrative assistant jobs in Duluth, MN - 643 jobs

Executive Assistant - Full-Time Our client in is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support. Key Responsibilities: Manage complex calendars, schedule meetings, and coordinate travel arrangements for executives. Prepare, review, and edit correspondence, reports, and presentations with meticulous attention to detail. Serve as a primary point of contact between executives, internal teams, clients, and stakeholders. Organize and facilitate meetings, including agenda preparation, minute-taking, and follow-up on action items. Assist with special projects and initiatives as directed by executive leadership. Maintain confidential records and files, ensuring data integrity and security. Handle expense reporting, invoice processing, and other administrative tasks as needed. Qualifications: Proven experience as an Executive Assistant or similar administrative role supporting senior leaders. Exceptional organizational skills with the ability to prioritize tasks and manage multiple deadlines. Excellent written and verbal communication abilities. Discretion in handling sensitive information and maintaining confidentiality. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms. Bachelor's degree or equivalent work experience preferred.

) - Milwaukee, WI vicinity Our client is seeking an enthusiastic, self-motivated Executive Assistant to be the right hand to visionary leadership. Imagine being at the epicenter of every major decision, initiative, and breakthrough moment! As the Executive Administrative Assistant to our client's CEO, you won't just support leadership-you'll be an integral part of it. This is where strategic thinking meets execution, where your organizational superpowers directly shape our client's vision, and where every day brings new challenges that keep you energized and growing. You will wear a variety of hats on any given day! This is a unique role with a newly formed company (carve-out from a larger organization). Join our client as they begin their growth journey. This is a permanent opportunity in Mequon, WI. The target salary is $50,000 with other perks. No visa sponsorship, relocation assistance, or subcontracting arrangements are available. What Makes This Role Exciting You're the CEO's Strategic Partner This isn't about filing and coffee runs (although there could be both on occasion). You'll be the trusted advisor who helps a visionary leader maximize their impact. You'll anticipate needs before they arise, solve complex puzzles on the fly, and ensure that every minute of the CEO's time creates maximum value. Your insights and judgment will shape how priorities unfold across the entire organization. You're Plugged Into Everything That Matters Board meetings. Investor pitches. Strategic initiatives. Acquisition integrations. You'll have a front-row seat (and often a backstage pass) to the most consequential moments in the company's journey. You'll work with everyone from the executive leadership team to external partners, building relationships that span the entire business ecosystem. You're a Problem-Solver Extraordinaire Every day is different. One moment you're orchestrating complex travel logistics across time zones, the next you're synthesizing research for a critical decision, then pivoting to manage crisis communications. If you love variety, strategic thinking, and making impossible things happen, you'll thrive here. You're the Cultural Pulse-Checker As the "eyes and ears" of the CEO, you'll have your finger on the organizational pulse. You'll gauge team sentiment, catch important signals, and help leadership stay connected to what's really happening across the company. Your emotional intelligence becomes organizational intelligence. What You'll Actually Do Keep the Executive Engine Running Smoothly • Master the art of calendaring-prioritizing competing demands and ensuring the CEO's time aligns with strategic priorities • Craft polished agendas, presentations, and briefing materials that keep meetings focused and productive • Manage high-stakes communications with discretion, representing the CEO with professionalism and sound judgment • Track critical deliverables and ensure nothing falls through the cracks Orchestrate High-Impact Events & Initiatives • Coordinate board meetings, investor updates, and executive leadership sessions • Support strategic projects and special initiatives from conception to completion • Maintain project trackers and action logs that keep the leadership team aligned • Draft and polish internal communications, reports, and presentations Build Bridges Across the Organization • Serve as the liaison between the CEO and senior leaders, employees, clients, and partners • Coordinate logistics for VIP visitors, board members, and investors • Partner with HR, Finance, IT, and other teams to facilitate seamless operations • Represent the Office of the CEO with executive presence and discretion Drive Strategic Support • Conduct research and synthesize information for executive decision-making • Manage confidential documentation with meticulous organization • Proactively identify opportunities to improve processes and increase efficiency • Step in to represent the CEO when needed, embodying their priorities and values What You Bring to the Table Education & Experience • AAS or BS degree, OR an equivalent combination of education and relevant professional experience that has prepared you for executive-level support Past experience supporting an executive • Excellent computer skills, which include the MS suite of products Your Superpowers • Exceptional organizational skills-you see five moves ahead and nothing gets past you • Outstanding communication abilities-you write clearly, speak confidently, and listen actively • Masterful multitasking-you juggle competing priorities without breaking a sweat • Discretion and trustworthiness-you handle sensitive information like a vault • Critical thinking-you don't just execute, you anticipate and offer proactive solutions • Executive presence-you command respect and represent leadership with polish Who Thrives in This Role • Loves being where the action is and energizes when the pace picks up • Takes pride in the details while never losing sight of the big picture • Builds trust effortlessly through emotional intelligence and genuine professionalism • Adapts on a dime when priorities shift (and they will!) • Embraces the "no-task-too-small" philosophy because you know every detail matters • Thinks like an owner and treats the CEO's success as your own mission If you're ready to step into a role where your skills directly shape organizational success, where every day tests your abilities in new ways, and where you'll grow alongside visionary leadership-this is your opportunity. Contact Martha Michaux at ************************* with questions regarding this posting. A Word resume is preferred when applying. When looking for a job, have you ever heard the phrase… it is not about what you know, it is who you know? At HireNetworks, it really is all about who we know. Whether your current contract is coming to a close, you're looking to advance your career or are a company on the hunt for new talent and wanting to expand…let HireNetworks put our networks to work for you. HireNetworks is an equal opportunity employer.

Medica is a nonprofit health plan with more than a million members that serves communities in Minnesota, Nebraska, Wisconsin, Missouri, and beyond. We deliver personalized health care experiences and partner closely with providers to ensure members are genuinely cared for. We're a team that owns our work with accountability, makes data-driven decisions, embraces continuous learning, and celebrates collaboration - because success is a team sport. It's our mission to be there in the moments that matter most for our members and employees. Join us in creating a community of connected care, where coordinated, quality service is the norm and every member feels valued. The Executive Assistant provides advanced administrative support to a Vice President and the broader department, serving as a lead resource to other administrative staff. This role coordinates complex schedules, prepares meeting materials and reports, arranges travel, and acts as a key point of contact for internal and external partners. The position operates with minimal supervision and plays a direct role in supporting team objectives through strong organizational judgment and administrative expertise. Perform other duties as assigned. Key Accountabilities Coordinate calendars, schedule appointments, and manage logistics for meetings and department activities. Prepare reports, PowerPoint presentations, and related materials to support leadership needs. Order office supplies, maintain inventories, and ensure general operational readiness. Arrange travel accommodations and itineraries for leadership. Serve as a primary contact for internal and external partners, ensuring professional communication and issue resolution. Provide direction and guidance to other administrative staff to support team and unit goals. Exercise sound judgment and decision-making latitude in managing complex administrative functions. Required Qualifications High school diploma or equivalent. At least 4 years of related administrative experience. Preferred Qualifications Ability to maintain a regular work schedule. Ability to support a Vice President-level leader. Experience functioning as a lead administrative resource. Experience supporting senior or executivelevel leaders. Familiarity with coordinating crossdepartmental processes or workflows. Skills and Abilities: Advanced knowledge of administrative operations and practices. Strong organizational skills with the ability to manage competing priorities. Effective verbal and written communication skills. Ability to operate standard office equipment including keyboard, phone, and other tools required for daily responsibilities. Ability to contribute to team effectiveness and support unit objectives. Capacity to exercise judgment and make decisions in a complex administrative environment. Ability to collaborate in a professional office environment and move freely within the workspace. This position is an Office role, which requires an employee to work onsite at our Minnetonka, MN office, on average, 3 days per week. The full salary grade for this position is $50,800 - $87,000. While the full salary grade is provided, the typical hiring salary range for this role is expected to be between $50,800 - $76,125. Annual salary range placement will depend on a variety of factors including, but not limited to, education, work experience, applicable certifications and/or licensure, the position's scope and responsibility, internal pay equity and external market salary data. In addition to compensation, Medica offers a generous total rewards package that includes competitive medical, dental, vision, PTO, Holidays, paid volunteer time off, 401K contributions, caregiver services and many other benefits to support our employees. The compensation and benefits information is provided as of the date of this posting. Medica's compensation and benefits are subject to change at any time, with or without notice, subject to applicable law. Eligibility to work in the US: Medica does not offer work visa sponsorship for this role. All candidates must be legally authorized to work in the United States at the time of application. Employment is contingent on verification of identity and eligibility to work in the United States. We are an Equal Opportunity employer, where all qualified candidates receive consideration for employment indiscriminate of race, religion, ethnicity, national origin, citizenship, gender, gender identity, sexual orientation, age, veteran status, disability, genetic information, or any other protected characteristic. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Dawes Rigging and Crane Rental, Inc. Milwaukee, WI (53214) Dawes Rigging & Crane Rental, Inc. is seeking a motivated individual to act as an Administrative Associate to perform a wide range of office support activities to facilitate the efficient operation of the organization. This is a full-time, non-exempt position with comprehensive benefits package in a casual office environment. Essential Functions Answer incoming telephone calls and provide excellent customer service Assist with accounts receivable, accounts payable and processing credit card payments Respond timely to inquiries from vendors, customers, or employees and research and resolve concerns or discrepancies File and maintain insurance records Transmit information or documents to colleagues or customers, using computer, mail, or facsimile machine Assist accounting, sales and safety department with other projects as needed Other duties as assigned Skills and Experience Requirements Strong initiative required; ability to work independently with minimal direct supervision Dependable Great attention to detail Strong analytical skills Respect confidentiality and company policies Exceptional verbal and written communication skills Must have solid general office skills including a working knowledge of Microsoft Office Must be able to sit for extended periods of time Must be able to operate office equipment and technology Organizational skills and the ability to prioritize tasks Benefits Competitive wages. Paid Time Off and Holidays. Comprehensive Benefits Plans (Medical, Dental, Life and Disability Insurance). 401(k) retirement plan with company match. ALL Crane Family of Companies The ALL Family of Companies and its affiliated branches are Equal Opportunity Employers with competitive wage and benefits packages in a drug-free environment. The ALL Family of Companies is the largest privately-owned crane rental and sales enterprise in North America, with 29 strategically located branches operating under the ALL, Central, Dawes, and Jeffers names - including specialized divisions for aerial lifts, boom trucks (ALT Sales), and parts. Since 1964, the ALL Family has been a leader in the lift industry - with market strengths that include commercial construction, roads & bridges, power generation, plants & processing, facility maintenance, and more. We're ALL you need The ALL Family of Companies is an Equal Opportunity Employer - M/F/Veteran/Disability/Sexual Orientation/Gender Identity.

Dawes Rigging & Crane Rental, Inc. is seeking a motivated individual to act as an Administrative Associate to perform a wide range of office support activities to facilitate the efficient operation of the organization. This is a full-time, non-exempt Administrative, Associate, Retail, Skills

AMS Industries, Inc. is a MEP+ contracting firm serving the commercial, industrial, refrigeration and nuclear industries (PMT). With over 60 years of existence, AMS has grown from a small refrigeration contractor with a few employees to a multi-discipline and multi-market MEP contractor with more than 500 employees. We strive to meet our commitments to clients, develop our people and improve our communities. We are seeking a highly organized and detail-oriented Onsite Administrative Assistant to join our construction team. This position reports to the on-site Project Manager. The ideal candidate will be responsible for handling various administrative duties, signing in new hires, help coordinate orientation sessions, and assisting with safety compliance. This role is crucial in ensuring smooth operations and maintaining a safe working environment on the construction site. Responsibilities: Handle correspondence, filing, and documentation. Schedules and coordinates meetings, and appointments. Generates standardized reports as needed. Maintains and updates files, spreadsheets, and logs with current data. Distributes files, and logs as appropriate. Maintains electronic and hard copy filing system. Retrieves documents from the filing system. Communicates with various departments and other third parties to gather and provide information to assemble and prepare reports and documents. Processes entries and statistical information which could include expense reports, timesheets, GL entries, and spreadsheets. Performs general administrative and clerical functions such as copying, printing, scanning, filing, and faxing. Sign in new hires and ensure all necessary paperwork is completed. Verify employment eligibility and ensure all documentation is properly filed. Conduct orientation sessions for new hires, providing them with necessary information about site policies, procedures, and expectations. Coordinate and facilitate safety training sessions, ensuring all personnel are up to date with mandatory safety protocols. Maintain records of all training sessions and certifications. This position has no supervisory responsibilities. Qualifications: High school diploma or equivalent; associate's degree or relevant certification is a plus. Proven experience in an administrative role, preferably in a construction or industrial environment. Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook is required for this position. Must be mature, professional, personable, and have a polished delivery on all assignments. Ability to handle confidential information with the utmost discretion. Must be able to communicate, both written and oral, in a professional manner and represent the company in a professional manner. Must possess good follow-through skills to finalize projects. Must have above-average proofreading skills and have a history of being accurate and thorough. What we offer: Health Insurance and ESOP (Employee owned) package. Health Reimbursement Arrangement (HRA) with Medical PPO FSA and Dependent Care 401K Matching Paid Maternity & Paternity Leave Generous PTO roll-over policy Social events and gatherings throughout the year

The Centers of Training Program Administrator works closely with training managers, field representatives, and physicians to execute Cardiology s Centers of Training (COT) objectives. This individual is responsible for supporting COTs including utilizing ENGAGE System to submit agreement requests and COS payments, communicate training guidelines with field reps and managers, track contract expirations, and request evaluations post training event. Job Responsibilities: " Process, track, and manage payments using ENGAGE System and internal tracking systems " Communicate Job Title: Centers of Training Program Administrator Hybrid The Centers of Training Program Administrator works closely with training managers, field representatives, and physicians to execute Cardiology s Centers of Training (COT) objectives. This individual is responsible for supporting COTs including utilizing ENGAGE System to submit agreement requests and COS payments, communicate training guidelines with field reps and managers, track contract expirations, and request evaluations post training event. Job Responsibilities: " Process, track, and manage payments using ENGAGE System and internal tracking systems " Communicate COT training guidelines with field representatives and managers. " Verify training events meet training guidelines. " Work with high attention to accuracy and detail and deliver within expected timelines. " Assist with record-keeping, ensuring accuracy and compliance with company policies. " Coordinate with internal teams regarding payment inquiries. " Perform other general administrate COT training guidelines with field representatives and managers. " Verify training events meet training guidelines. " Work with high attention to accuracy and detail and deliver within expected timelines. " Assist with record-keeping, ensuring accuracy and compliance with company policies. " Coordinate with internal teams regarding payment inquiries.

The Administrative Assistant 3 provides advanced administrative support to executives, teams, or departments. This role independently performs a wide range of complex administrative duties under general supervision, handling sensitive and confidential information with discretion. The position requires strong organizational, communication, writing, and data management skills, as well as proficiency with Microsoft Office and task management tools. Key Responsibilities Administrative & Organizational Support Compile, format, and prepare reports, memos, letters, background materials, and other documentation using word processing and office applications. Schedule, coordinate, and modify meetings, appointments, and group activities as needed. Perform routine administrative and facilities-related support tasks. Track completion of tasks assigned to team members to ensure timely and accurate delivery. Manage cube assignments, equipment requests, and office supply orders for on-site staff. Submit and follow up on service requests related to facility issues. Communication & Documentation Compose clear, professional communications for software developers, managers, and contractors. Respond to or route priority and confidential inquiries on behalf of leadership. Attend meetings, capture detailed notes, track action items, and provide concise meeting summaries. Collect electronic documents and digital signatures; maintain organized archives of employee e-documents. Data & Systems Management Maintain accurate team data, including employee and contractor contact information and team structure. Combine, organize, clean, and analyze data using Microsoft Excel. Manage team task boards, including creating lanes, assigning tasks, and tracking progress. Support audits by serving as the Audit Coordinator, ensuring audits are assigned appropriately and following up with auditors and subject matter experts to meet timelines. Confidentiality & Judgment Exercise sound judgment and discretion when handling confidential, sensitive, or high-priority information. Provide accurate information or referrals while maintaining confidentiality standards. Required Qualifications Advanced proficiency in Microsoft Word, Excel, and other office productivity tools. Strong written and verbal communication skills. Exceptional attention to detail and organizational abilities. Ability to work independently and manage multiple priorities under general supervision. Demonstrated experience performing complex administrative functions. Preferred Qualifications Advanced Excel skills, including pivot tables. Experience with task automation tools. Basic knowledge of Microsoft Power Apps. About Seneca Resources: Seneca Resources is client driven provider of strategic Information Technology consulting services and Workforce Solutions to government and industry. Seneca Resources is a leading IT services provider with offices in Reston, Virginia, Alabama and Columbia, Maryland that service clients throughout the United States. The key to our success lies within our strong corporate culture which drives our business. We challenge our staff through engaging work, and we reward our staff through competitive compensation, extensive professional training, and excellent opportunities for career advancement. In turn, we look for only the best and brightest to join our team. We are an Equal Opportunity Employer and value the benefits of diversity in our workplace.

Vaco is currently hiring an Admin/Receptionist for a client in Wauwatosa, WI. This is a temp-to-hire, onsite position. Top things they will be handling: Manages and organizes office records to include maintaining physical and electronic filing systems, maintaining office supply stock, sorting and distributing mail, and ensuring visitor satisfaction. Supports the Customer Service and Sales Engineering teams by sending communications, mailings, and/or letters and assisting with special projects and initiatives; Assists in the preparation, distribution, and processing of customer files, shop orders, and shipping packets. Answers all incoming phone calls in a warm and welcoming manner, handling general inquiries and routing advanced or escalated matters to management. Performs general data entry tasks to include updating backlogs and orders and recording miscellaneous plant floor data. Operates and maintains general office equipment; Ensures reception area and conference rooms are clean, orderly, and stocked appropriately. Other responsibilities and duties, as assigned, to ensure the effective utilization of company resources and to ensure customer satisfaction. Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

The Hourly Supervisor is responsible for improving the profitability of Operations. This person will ensure the highest level of customer service, safety, sanitation, quality, and consistency while driving sales and controlling costs. Enter Job Description here Long Description COMPENSATION: The Hourly rate for this position is $25.00 to $25.00. If both numbers are the same, that is the amount that Aramark expects to offer. This is Aramark's good faith and reasonable estimate of the compensation for this position as of the time of posting. BENEFITS: Aramark offers comprehensive benefit programs and services for eligible employees including medical, dental, vision, and work/life resources. Additional benefits may include retirement savings plans like 401(k) and paid days off such as parental leave and disability coverage. Benefits vary by location and are subject to any legal requirements or limitations, employee eligibility status, and where the employee lives and/or works. For more information about Aramark benefits, click here Aramark Careers - Benefits & Compensation There is no predetermined application window for this position, the position will close once a qualified candidate is selected. Qualified applicants with arrest or conviction records will be considered for employment in accordance with all applicable laws, including, but not limited to all applicable Fair Chance Ordinances and Acts. For jobs in San Francisco, this includes the San Francisco Fair Chance Ordinance. Job Responsibilities Controls the labor costs by supervising daily staffing levels as needed while driving efficiency from all staff. Retains control of production costs, supply costs, and inventory by adhering to all standards of operation. Audits service and quality on a regular basis. Adheres to all standards and established tracking procedures daily. Develops and implements strategies to achieve customer satisfaction goals. Supervises teamwork and service on a regular basis. Supervises day-to-day employee issues in a professional manner while adhering to all Aramark policies and procedures. Supports and implements training programs that develop skills to better serve guests, build repeat business, grow revenue, and improve morale. Assists in annual employee reviews and supervises interim performance issues. Supervisor accurate adherence to Aramark's time and attendance procedures. Ensure staffing level consistent with established guidelines and make daily adjustments based on business needs. All employees to be trained according to company standards for safety, health, and sanitation procedure At Aramark, developing new skills and doing what it takes to get the job done make a positive impact for our employees and for our customers. In order to meet our commitments, job duties may change or new ones may be assigned without formal notice. Qualifications * Must have 3-5 years of relevant experience. * Current Certifications as needed This role may have physical demands including, but not limited to, lifting, bending, pushing, pulling, and/or extended walking and standing. This role may also require uniforms and/or usage of Personal Protective Equipment (PPE). Education About Aramark Our Mission Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. At Aramark, we believe that every employee should enjoy equal employment opportunity and be free to participate in all aspects of the company. We do not discriminate on the basis of race, color, religion, national origin, age, sex, gender, pregnancy, disability, sexual orientation, gender identity, genetic information, military status, protected veteran status or other characteristics protected by applicable law. About Aramark The people of Aramark proudly serve millions of guests every day through food and facilities in 15 countries around the world. Rooted in service and united by our purpose, we strive to do great things for each other, our partners, our communities, and our planet. We believe a career should develop your talents, fuel your passions, and empower your professional growth. So, no matter what you're pursuing - a new challenge, a sense of belonging, or just a great place to work - our focus is helping you reach your full potential. Learn more about working here at ***************************** or connect with us on Facebook, Instagram and Twitter. Nearest Major Market: Minneapolis

Twin City Staffing is hiring an administrative assistant for a confidential, well-established company in Maple Plain, MN. This is a great opportunity to join a stable, family-owned organization with a strong reputation, long-tenured employees, and a supportive office environment. The ideal candidate is detail-oriented, organized, and comfortable handling a variety of administrative tasks. Location: Maple Plain, MN Wage: $22.00 - $26.00 per hour, depending on experience Hours: Monday - Friday, 8:00 AM - 4:30 PM Benefits of the administrative assistant: Temp-to-hire opportunity Paid Time Off (PTO) upon hire Health insurance Dental insurance Stable, long-term employment Family-friendly work environment Duties of the administrative assistant: Answer phones, take messages, and greet visitors Perform general administrative and clerical support Use Microsoft Excel, Word, and Outlook daily Type well drilling orders using a typewriter (training provided) Coordinate utility locates with MDH and Gopher State One Call Pull permits and assist with invoicing (training provided) Maintain accurate records and organized filing systems Requirements of the administrative assistant: Prior administrative or clerical experience Strong computer skills, especially Microsoft Office High attention to detail and ability to follow instructions Strong communication and multitasking skills Experience in construction, manufacturing, or related industries is a plus Additional information: Apply today! To learn more about this administrative assistant position, contact Charlie at 763-220-7052. EOE: Twin City Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Zenar Corporation Administrative Assistant Oak Creek, WI Under the direction of the Office Manager, the Administrative Assistant performs a wide variety of administrative and clerical tasks related to office operations. The ideal candidate should have excellent organizational skills, be detail-oriented and possess strong written and verbal communication abilities. This role is essential for ensuring the smooth operation of our office and supporting our team effectively. Essential Duties and Responsibilities This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as deemed necessary from time to time. Manage the administration of new job folders in electronic format including all programs and applications. Assist with new customer set-up (W-9, COI, tax exemption if applicable). Assist with generating customer invoices, accounts receivable and accounts payable. Assist with new vendor set-up. Prepare, monitor and manage purchase orders. Set up and manage paper and electronic filing systems, including recording information, updating paperwork, or maintaining documents, such as correspondence or other material. Compile, summarize and record information, to include numeric calculations, ensuring accurate, up‑to‑date information using EXCEL or other appropriate software. Required Skills/Abilities: Excellent organizational skills and attention to detail. Excellent time management skills with a proven ability to meet deadlines. Proficient with Microsoft Office (Word, Excel, Outlook) Excellent verbal and written communication skills. Critical thinking and complex problem-solving required. Excellent interpersonal and customer service skills. Ability to work independently and collaboratively within a team. Ability to develop cooperative working relationships with others, maintaining them over time. Ability to communicate effectively. Ability to effectively communicate with service team, customers, vendors, and other employees within the organization. Ability to prepare correspondence, reports, memos, etc. Qualifications: To successfully perform this job, an individual must be able to perform each essential duty satisfactorily. Education and/or Experience - High school diploma or equivalent required; Associates degree in office administration or related field preferred. At least three years of administrative experience required. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, and hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Work Hours This position is full-time and is in-office.

ORGANIZATION: Lubavitch of Wisconsin is dedicated to serving all Jews throughout Wisconsin with Ahavat Yisrael - an unconditional love and concern for every Jew, regardless of background and affiliation. Its multiple programs provide the education to promote Jewish knowledge and awareness and the means to practice and experience our Jewish heritage. It encourages every positive action on the part of every Jew and facilitates the efforts of every organization, synagogue or group to increase Jewish knowledge and observance. JOB SUMMARY: We are seeking a candidate who is genuinely interested in working in the non-profit field. This position reports directly to the Executive Office and is responsible for general office support, campaigns, communications, events and more. KEY RESPONSIBILITIES: • Ensures operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories. • Maintains supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, verifying receipt of supplies. • Scanning & making copies. • Entering, manipulating, and extracting data from our extensive database program • Contributes to the team effort by accomplishing related results as needed. • Basic website updates. • Greeting visitors and answering phones. • Protects the organization's value by keeping information confidential. • Receiving and logging payments and following up with appropriate correspondence. • Support of various programs, events, and holidays. • Advanced computer skills (including Microsoft Office, Gmail and basic internet skills) are required, as is the ability to learn new software quickly. Skills and Qualifications: • Reporting Skills • Computer proficient • Administrative Writing Skills • Microsoft Office Skills • Managing Processes • Professionalism • Dependability • Organization • Problem Solving • Attention to Detail

Office Administrative Assistant / Front Desk Coordinator Full-Time | On-Site | Day Shift Be the face of the office-and the force that keeps everything running smoothly. We're looking for a polished, highly organized Office Administrative Assistant who thrives on structure, accuracy, and professionalism. In this role, you'll serve as the first point of contact while providing essential administrative and accounting support behind the scenes. What You'll Do Greet visitors and manage front-desk communications with confidence and discretion Answer and route calls, manage calendars, and support daily office operations Maintain organized digital and physical files and prepare professional correspondence Assist with accounts payable, invoice tracking, and accurate data entry Keep the office organized, stocked, and running efficiently Support leadership and special projects as needed What We're Looking For 3+ years of administrative or office support experience Highly organized, detail-oriented, and dependable Strong communication skills and professional presence Proficiency in Microsoft Word & Excel (accounting/ERP systems a plus) Associate's degree in accounting, finance, or related field preferred Why You'll Love This Role Be a trusted support partner across departments Work in a structured, professional, team-oriented environment Enjoy stability, consistency, and long-term growth potential If you take pride in being reliable, organized, and professional-and enjoy being the go-to person in an office-this is a role where you can truly make an impact.

The City of West Allis is seeking a detail-oriented Housing Administrative Support Specialist to join the Planning & Zoning / Housing Division. This role provides administrative and program support for City housing programs, including intake assistance, data entry, records management, correspondence, and customer service, in compliance with HUD regulations. This position plays an important role in supporting housing stability and delivering quality service to residents, landlords, and community partners. This is a part-time position, working 20 hours per week. Interested candidates are encouraged to apply and become part of a team dedicated to serving the West Allis community. Click Here To Review Job Description ( PDF) Examples of Duties Assist with intake, eligibility verification, and annual or interim recertifications. Prepare and process tenant and landlord correspondence, files, and notices. Maintain accurate and confidential records in compliance with HUD regulations. Enter and update participant data in housing software, including the MRI Happy system. Track deadlines related to inspections, reexaminations, and lease renewals. Respond to inquiries from applicants, tenants, landlords, service providers, and City staff. Provide assistance to veterans and seniors with paperwork and referrals related to housing programs. Click Here To Review Job Duties Qualifications Associate's Degree in Administrative Professional studies or a related field. Two to three years of recent administrative support experience, including extensive customer service interaction in a public or private organization, or an equivalent combination of education and experience. Demonstrated ability to accurately enter data and effectively utilize software applications to meet departmental needs. Proficiency in Microsoft Office Suite, including Microsoft Outlook (email, calendar, and task management), Word (templates, forms, mail merge, and document review), and Excel. Strong written communication skills, including advanced proficiency in English grammar and writing. Experience working with individuals and groups from diverse backgrounds. Click Here To Review Job Qualifications (PDF)

Apogee Architectural Metals The Senior Executive Assistant (EA) is a strategic partner to the President. They are an integral part of the senior leadership team, and their support is done in a way that forwards the mission, vision, and values of Apogee Architectural Metals' mission and values in every interaction. This role works in tandem with the President and is responsible for helping to manage CEO energy, focus, mindset, priorities, and relationships and facilitate the best outcomes for the President and their team of direct reports. The EA is interested in long-term growth and professional development and is fulfilled by the career role of EA. The EA provides top-tier executive support preparing materials for key decisions and external meetings, coordinating cross-functional follow-ups, and ensuring clear, timely communication. The EA represents the Metals brand with employees, customers, and partners, models discretion and professionalism, and builds strong working relationships. What this looks like: Manage the time of the President with competing priorities, and make sure time is focused on strategic objectives and short- and long-term goals that will bring these about. Assess needed shifts in priorities as time goes on. Create and maintain strong relationships with team members, direct reports, executives, stakeholders, and clients necessary for the function of the executive office. Assess and manage the flow of information, communications, and access to the President in line with identified priorities. Using judgment to help protect the President from unnecessary involvement in day-to-day office management issues or interruptions that belong to someone else on the org chart or that the EA could handle unilaterally. Supports initiatives of the executive office and President in the form of an advocate or change champion. Creates strong external relationships as applicable to support the objectives of the President and executive office. Daily Operations & Functions Current Calendar Management: Oversee and prioritize the President's daily, weekly, and monthly schedules, ensuring optimal time allocation. Coordinate cross-functional meetings, accounting for participants' time zones and preferences. Proactively identify and resolve scheduling conflicts with diplomacy and tact. Prepare and provide the President with background information, meeting objectives, and relevant documents in advance. Collaborate closely with other support staff and teams to streamline company-wide scheduling. Block off strategic thinking, planning, and personal time for the President. Ensure timely reminders and follow-ups for crucial appointments and commitments. Continuously optimize scheduling tools and processes for efficiency and effectiveness. Current Meeting Logistics: Coordinate logistics for dinners, conferences, and trainings. Prepare background information on attendees Oversee the invitation and RSVP process. Ensure required resources and materials are ready. Facilitate communication between involved parties. Current Inbox Management: Efficiently categorize, filter, and prioritize incoming emails to ensure the President sees the most urgent and important correspondence first. Draft, proofread, and send emails on behalf of the President when required. Implement and maintain an organized filing and tagging system to ensure easy retrieval of past communications. Delegate emails and requests to appropriate departments or team members when necessary. Monitor and track critical follow-ups and commitments derived from email communications. Handle sensitive and confidential information with discretion. Continuously review and optimize email filtering rules and automated processes. Schedule and organize periodic inbox clean-ups to maintain a streamlined communication channel. Travel Coordination: Arrange flight and accommodation bookings. Organize transportation (e.g., car rentals, airport transfers). Prepare detailed itineraries. Handle visa and travel documentation as needed. Coordinate with local contacts or representatives. Compose and Edit Correspondence: Draft letters, memos, and other communications. Proofread documents for accuracy and tone. Format content according to company standards. Handle sensitive and confidential information with discretion. Project Management: Oversee and execute key projects for the President and executive team. Collaborate cross-functionally to ensure project success. Track progress, ensuring milestones are met on time. Proactively address and mitigate potential roadblocks. Report updates and provide recommendations as needed. Data Entry: Input data accurately and efficiently. Update and maintain records. Ensure data integrity and consistency. Regularly backup and archive data. AI Tools & Digital Proficiency: Operate and integrate AI-powered tools for scheduling, correspondence, and task management. Analyze AI tool performance metrics to optimize productivity and efficiency. Stay informed on the latest AI and automation trends to recommend potential integrations. Collaborate with IT teams to troubleshoot and refine AI tool implementations. Customize and refine AI-driven notifications and alerts for the President. Maintain Workspace: Organize and declutter physical office spaces. Streamline digital file storage for easy access. Implement systematic file naming and storage conventions. Regularly review and archive outdated materials. Success Markers Foundational (Baseline Performance): President's calendar, inbox, and logistics run smoothly with minimal disruption. President is consistently prepared for meetings, travel, and decisions. Personal and professional commitments are integrated seamlessly. President experiences reduced stress and increased focus. Transformational (Stretch Performance): The EA proactively anticipates Presidents and organizational needs. The President operates primarily in high-leverage areas due to EA foresight and management. Cross-functional projects are executed smoothly because of EA influence. The EA is recognized as a strategic partner, not just a support role. Qualifications Education Education normally acquired through completion of a Bachelor's degree in Business Administration, Communications, Management, or a related field. In lieu of a degree, we will consider an equivalent combination of education and directly related experience. Required Experience and Skills 6+ years of progressively responsible executive assistant experience, with 3+ years supporting a President/CEO or C-suite leader. Experience in a multi-site or manufacturing environment is preferred. Proven strength in complex calendar and travel management, meeting prep, expense management, and confidential correspondence. Excellent writing and presentation skills; able to draft clear emails, summaries, and decision briefs. High proficiency with Microsoft, virtual meeting tools, and project tracking. Demonstrated judgment, discretion, and relationship building with senior leaders and external partners. Characteristics Required Professional, respectful, and team-oriented. Discreet and trusted with sensitive information. Strategic thinker with strong judgment. Composed under pressure, unflappable, and resilient. Strong communicator, relationship-builder, and cultural ambassador. Fulfilled by enabling the President's and organization's success. This job description is intended to describe the general nature and level of work. It is not an exhaustive list of all duties, responsibilities, and qualifications. Salary Expectations: $85,000/yr.-$120,000/yr. Our Benefits We care about and invest in our employees. We are proud to offer a comprehensive benefits package designed to support their well-being and foster professional development. Here is a glimpse of what you can look forward to if you join our team. Competitive Benefits Package for employees and their dependents (Medical, Dental, Vision, Life, Disability) Incentive Plans 401(k) with employer contribution and match Employee Stock Purchase Plan with employer match Paid Time Off (Vacation and Sick Time) Paid Holidays Tuition Reimbursement Program Employee Assistance Program (EAP) Wellness Program Training and Career Progression Apogee and our brands are an Equal Opportunity Employer.

Why ThedaCare? Living A Life Inspired! Our new vision at ThedaCare is bold, ambitious, and ignited by a shared passion to provide outstanding care. We are inspired to reinvent health care by becoming a proactive partner in health, enriching the lives of all and creating value in everything we do. Each of us are called to take action in delivering higher standards of care, lower costs and a healthier future for our patients, our families, our communities and our world. At ThedaCare, our team members are empowered to be the catalyst of change through our values of compassion, excellence, leadership, innovation, and agility. A career means much more than excellent compensation and benefits. Our team members are supported by continued opportunities for learning and development, accessible and transparent leadership, and a commitment to work/life balance. If you're interested in joining a health care system that is changing the face of care and well-being in our community, we encourage you to explore a future with ThedaCare. Benefits, with a whole-person approach to wellness - * Lifestyle Engagement * e.g. health coaches, relaxation rooms, health focused apps (Wonder, Ripple), mental health support * Access & Affordability * e.g. minimal or zero copays, team member cost sharing premiums, daycare About ThedaCare! Summary : The Executive Assistant provides administrative support to the Executive Leadership Team (ELT) using organizational, relational, and computer skills. Supports leaders by prioritizing work, handling information requests, performing clerical functions, and anticipating the needs, and expectations of the Executive Leadership Team (ELT) in a confidential manner. Job Description: SCHEDULE: * Full time, benefit eligible * 40 hrs/week, regular business hours (i.e. 8:00am-4:30pm) * Onsite only position * Experience supporting Executive Level Leadership preferred. * Executive Assistant experience preferred. KEY ACCOUNTABILITIES: * Represents ThedaCare and the Executive Leadership Team (ELT) through professional demeanor, use of discretion and confidentiality, and exemplifying the values and behaviors at the highest level of professionalism. * Organizes and coordinates workloads for Executive Leadership Team (ELT) through effective calendar management. * Coordinates and plans details related to events and travel. * Coordinates communications for Executive Leadership Team (ELT) including taking calls, responding to e-mails, and interfacing with internal and external customers. Responds to complex scenarios and facilitates timely responses and decisions. * Produces and distributes presentations, minutes, agendas, and documents in an accurate and confidential manner. * Coordinates the ordering of office supplies, maintaining of office equipment, and approval of expenditures and items as directed by the Executive Leadership Team (ELT). * Organizes and maintains file systems to efficiently support the Executive Leadership Team (ELT). QUALIFICATIONS: * High School diploma or GED preferred • Must be 18 years of age • * Five years of administrative support experience including one year of support at the executive level preferred. PHYSICAL DEMANDS: * Ability to move freely (standing, stooping, walking, bending, pushing, and pulling) and lift up to a maximum of twenty-five (25) pounds without assistance * Job classification is not exposed to blood borne pathogens (blood or bodily fluids) while performing job duties WORK ENVIRONMENT: * Normally works in climate-controlled office environment * Frequent sitting with movement throughout office space * Use of computers throughout the workday * Frequent use of keyboard with repetitive motion of hands, wrists, and fingers Position requires compliance with department specific competencies. On site role in Neenah. Supporting ThedaCare Senior Leadership. Strong candidates need a strong sense of confidentiality, strong critical thinking and communication skills. Scheduled Weekly Hours: 40 Scheduled FTE: 1 Location: ThedaCare Corporate Office - Neenah,Wisconsin Overtime Exempt: No Worker Shift Details: Days

The University of St. Thomas invites qualified candidates to apply for an Administrative Assistant to the Associate Vice President (Administrative Assistant III) position within University Advancement. This position will work on the Minneapolis campus, with occasional work on the St. Paul campus. This is a forward-facing role that requires an on-site presence. The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment. The University is an Equal Employment Opportunity Employer (EEO). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic. This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good. A successful candidate will possess a commitment to the ideals of this mission. JOIN OUR COMMUNITY The University of St. Thomas offers a competitive and comprehensive benefits program, which includes: * Tuition Remission for employees, spouses, and dependents * Generous Retirement Contributions to support your future * Comprehensive Health Coverage including medical, dental, and vision * Fully Paid Insurance: disability, life, and AD&D * Paid Parental Leave to support growing families Salary Range: $19.95 to $25.00 an hour The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information. JOB SUMMARY The Administrative Assistant (Admin Assistant III), provides high-level administrative support to the Associate Vice President(s) and other members of the University Advancement team. Primary responsibilities include scheduling appointments and managing calendars; preparing complex documents of a highly confidential nature; leading or participating in special, repetitive, and on-going projects; managing correspondence; providing internal and external customer service; and reconciling/approving expenses. This position serves as the primary manager of the Minneapolis office for University Advancement, managing requests related to the workspace and supporting the team. Work direction for the role will be provided by the Associate Vice President(s) and project requests will come from members of the University Advancement team. This is a full-time in-person position located on the Minneapolis campus. ESSENTIAL FUNCTIONS 1. Manage the Associate Vice President(s)'s calendar for all activities, meetings, reservations, and travel; coordinate and prepare materials for meetings the Associate Vice President(s) attends or leads including agendas, minutes, reports, presentations, online research, room reservations, and catering requests. Manage expense reporting. Assure the preparation and proper recording of call reports for development work involving the Associate Vice President(s). Manage small constituent and team gatherings. Support the Associate Vice President(s) in scheduling large group and recurring meetings, prepare materials for meetings. Manage expense reporting. Support committees and projects as requested. Prepare letters, donor acknowledgements, e-mail correspondence, memos, presentations, and other documents as needed; complete writing projects; transcribe and prepare clean text; edit and proof correspondence, proposals, and summaries. Assist Associate Vice President(s) with initiative and projects as requested; manage procedures and processes, including purchases and payments, requests for services, and managing department rosters for subscriptions; reconcile and approve expenditures; oversee and implement change in office operations; ensure equipment, materials and space are used effectively. 2. Manage University Advancement on-boarding, off-boarding, office move requests, organization chart updates, phone list updates, training/professional membership access and other staffing and facilities-related processes. 3. Manage the Minneapolis University Advancement Office ensuring the space is well-organized, professional, and welcoming for team members and external guests. Order supplies. Manage office contracts and equipment. 4. Provide project support to members of the University Advancement team. 5. Provide seamless back-up to the Executive Assistant to the Vice President of University Advancement position. Maintain excellent working relationships with all members of the University Advancement staff, the internal university community, and donors; assist with fostering a team dynamic within the advancement office. 6. Other duties as required. QUALIFICATIONS Minimum Qualifications * High school diploma or equivalent * Three years of administrative support experience Preferred Qualifications * Post-secondary work HOW TO APPLY All interested candidates must apply online at ******************************* Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application. In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening. Official job posting is available at **********************

Department: Administration Employment Type: Full-time, Exempt Reports To: CFO Direct Reports: None About Special Olympics Minnesota (SOMN) SOMN (Special Olympics Minnesota) is a chapter of the worlds largest organization advocating for the advancement and inclusion of people with intellectual disabilities, and through current sports, health, and leadership programs engaging people with and without disabilities, provides a positive impact for Minnesotans of every age and every ability. Position Summary The Executive Assistant provides high-trust, high-velocity support to SOMNs executive leadership while owning all aspects of Board of Directors administration. This role coordinates the annual board calendar, prepares and distributes board/committee materials, records minutes, tracks follow-ups, and maintains governance records to ensure timely, compliant, and confidential board operations that enable strategic decision-making. It also delivers best-in-class executive support and cross-org coordination. Key Responsibilities Board of Directors Management (Primary) Own the annual board & committee calendar, including meeting scheduling, logistics, technology, room setup, remote access instructions, and confirmations. Assemble and distribute board packets (agendas, reports, dashboards, draft minutes, consent agenda, resolutions) on deadline; coordinate contributions from executive leadership and content owners (Finance, Development, Programs, etc.). Draft meeting agendas with exec leadership; track materials readiness; circulate pre-reads; post final packets; manage last-minute updates with precision. Record and finalize minutes (Board and committees), capture motions and votes, and manage action-item tracking through completion. Safeguard confidentiality (e.g., executive transition items, personnel matters); manage controlled distribution lists; enforce need-to-know permissions. Maintain governance records and the Board Manual contents (board calendar, member directory, job descriptions/commitments, committee charters, bylaws, org chart, policies). Onboard new directors (orientation logistics, binder/portal setup, bios, conflict-of-interest forms, policy acknowledgments) and coordinate annual board development and evaluations. Coordinate committee workflows (Executive, Finance, Governance/Development, and others)scheduling, agendas, minutes, and document readiness. Partner on content quality: ensure financial narratives, mission dashboards, and strategy updates are accurate and aligned across departments before distribution. Maintain up-to-date certificates of insurance for all relevant vendors, contractors, and organizational activities. Ensure compliance with organizational and legal requirements, and coordinate renewals or updates as needed. Serve as the primary point of contact for building management, addressing facility-related needs, coordinating maintenance requests, and ensuring a safe and functional work environment for all staff. Oversee relationships with office vendors and service providers, including contract management, performance evaluation, and issue resolution. Ensure vendors meet organizational standards. Collaborate with the designated office budget owner to track, manage, and report on office-related expenditures. Support the development of annual office budgets and monitor spending to ensure alignment with organizational policies and financial goals. Other duties as assigned. Cross-Organizational Coordination Collect updates from leaders across SOMN (Finance, Development, Schools, Health, Marketing, Events) to build integrated board packets and executive briefings. Manages and handles SONA accreditation. Support staff/management meeting content where board-linked topics (strategy previews, dashboards) are dry-run or socialized ahead of board sessions. Act as the primary liaison between staff and IT support, coordinating technology needs, troubleshooting issues, and facilitating communication with IT and Facilities teams. Ensure that all organizational meetings and events have the necessary technology resources and support for seamless operations. Governance, Policy & Compliance Ensure board operations align with bylaws, board policies, and SOMNs Employee Handbook (conflicts of interest, ethics, travel/expense, etc.); track annual acknowledgments. Maintain accurate board rosters, terms, officer roles, committee assignments, and historical records; prepare official resolutions and consent agendas. Qualifications 5+ years of experience in executive support, nonprofit board administration, or corporate governance support. Proven excellence in agenda/minutes preparation, packet assembly, and stakeholder coordination under tight deadlines. Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint/OneDrive) and familiarity with board portals/document control. Impeccable writing and editing; professional judgment; strict confidentiality. Experience collaborating on finance narratives/dashboards and synthesizing multi-department updates is strongly preferred. Competencies Organization & Execution: Plans ahead; hits packet/minute deadlines; follows through on action items. Strong communication skills, and positive, problem-solving approach. Judgment & Discretion: Handles sensitive materials with care; anticipates risks. Inclusion & Mission Orientation: Values the voice of athletes, staff, and volunteers; aligns work to SOMNs mission. Systems Savvy: Comfortable with collaboration tools and information governance. Proven ability to collaborate effectively across functional teams. Working Conditions Hybrid work environment: evening or early-morning board/committee meetings as needed; limited in-state travel for meeting logistics and special events. Ability to lift and transport meeting materials; set up A/V when required. Requirements: Compensation details: 65000-65000 Yearly Salary PI84c698c4a8fa-31181-39487016