Administrative Assistant, Saint Paul

Administrative Assistant

Provides administrative support in a variety of functions to an executive, team, department or another group in an organization. Collects, reviews and analyzes complex and/or confidential information and creates reports, charts, budgets, and other presentation materials. Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive. Schedules and coordinates meetings, travel, and other group activities. May plan and schedule work and direct other staff to deliver support. Has advanced word processing, spreadsheet, database, graphics software, and analytical skills. Has gained full proficiency in a broad range of activities related to the job. Independently performs a wide range of complex duties under general guidance from supervisors.• Tracks completion of tasks assigned to team members to ensure timely and accurate submission. • Manage team task board, adding lanes and assigning tasks as needed • Compiles and formats information as requested, prepares reports, memos, letters, background papers and other documentation asrequired; uses word processing applications.• Schedules meetings and changes appointments as warranted or requested. • Performs routine administrative and facilities support activities • Takes ownership of team data to keep a clean record of employee and contractor contact information and team makeup • Ability to combine, organize,and clean data in Excel• Strong communication skills • Exceptional writing skills • Compose communications to teams of software developers, managers, and contractors • Attend meetings and take notes on task assignments, summarize meetings • Serve as Audit coordinator, ensuring audits are assigned to the correct parties and following up with auditors and subject matter experts on timeline for completion• Manage cube assignments, equipment orders, supply orders • Submit service requests for facility issues • Collect e-documents and digital signatures, archive employee e-documents • Exercises discretion in handling a variety of confidential and sensitive issues and assignments; and in providing information or making referrals.Preferred:• Ability to pivot data in Excel • Ability to use task automation tools • Basic Power Apps skills Additional Skills/Experience: • A minimum of 3-7 years' relevant experience. • A degree from an accredited College/University. If the individual does not have a degree then four additional years of related experience is required.• Excellent communication skills. Additional Provisions: • Pass both a client mandated clearance process to include drug screening, criminal history check and credit check. • All candidates must be a US Citizen or US Permanent Resident. • Candidate must have lived in the US for the past5 years.• Cannot have more than 6 months travel outside the United States within the last five years. Military Service excluded. (Exception does not include military family members.)