Executive Administrative Assistant

We are looking for an individual who will be an integral part to the success of our small, high-growth team. This person will increase productivity in the office by ensuring that operational processes run smoothly and efficiently. They will be a strategic member of our team by streamlining communications, helping to manage project timelines and anticipating office and business needs.

Beyond administrative duties, this role contributes significantly to building and maintaining company culture. This will include but is not limited to organizing team-building activities, celebrating milestones, and creating a warm and inviting office atmosphere where team members and guests feel welcome, valued, and engaged.

In the dynamic environment of a small team, challenges and change are inevitable. We are seeking someone who sees themselves as a proactive, problem-solver who is adept at navigating the business workplace with grace and efficiency.

This is a full-time on-site role for an Executive Administrative Assistant at Keystone Group International in Minneapolis, MN. The Executive Administrative Assistant will be responsible for executive administrative support and project management to enhance office operations and efficiencies. The role involves managing financial bookkeeping and accounting duties, various administrative tasks, coordinating activities, and serving as a key point of contact for both internal team members and external clients.

Key Responsibilities

Executive Administrative Support: 

• Provide executive support for CEO and President to include but not limited to calendar management, travel coordination, LinkedIn monitoring and meeting preparation.
• Handle day-to-day administrative tasks related to client interactions for broader KGI team, such as scheduling client meetings, organizing client files, preparing and printing materials.
• Handle phone calls, greet visitors, prepare conference rooms for meetings.
• Coordinate snacks, meals, etc. for on-site and off-site meetings.
• Manages the purchasing, maintenance, and repair of office supplies and equipment.
• Prepare reports and presentations in support of business needs.
• Responsible for employee birthday, anniversary gifts cards.

Business Operations: 

• Lead, execute, and improve financial processes: processing accounts payable and receivable, coordinating P&L items with accounting firm, translate statements of work into invoices and invoice tracking.
• Monitor and work with Impact Advisors on monthly invoices and reimbursed expenses. 
• Drive operational improvements by identifying workflow efficiencies, streamlining processes, and developing / implementing necessary workflows.
• Support HR needs such as employee handbook updates, creating / editing employee or HR related documents.
• Oversee and manage IT needs for the team; including management / oversight of our IT partners.
• Support annual business plan execution by managing and updating project management software in alignment with plan priorities.

Project Coordination: 

• Lead the coordination and execution of KGI hosted events (Culture Cohorts, Roundtables, CEO / executive summits, etc.) - includes securing space, organizing flow of event, preparing team, event logistics, food/beverage, client and guest coordination, etc. 
• In partnership with the Strategic Marketing Manager, develop events / speaking calendar, coordinate prep and debrief meetings, track dues and subscriptions. Support Strategic Marketing Manager, as needed, with coordinating marketing activities.
• Support Delivery team with execution of Impact Assessment: includes report creation, responding and to Impact Advisor needs.
• Research, recommend and submit for speaking events and opportunities in support of KGI goals.
• Execute the schedule of podcast guests, communication, set up, editing and publishing of podcast. 

Qualifications

• Associate or Bachelor's degree in business administration or related field
• A minimum 3-years of executive administrative assistant, coordination and/or office manager or similar role
• Experience in office management or a consulting environment
• Proficient in QuickBooks and MS Office 365 Suite
• Strong financial acumen
• Project coordination and management experience
• Strong communication and interpersonal
• Excellent organizational and time-management skills
• Detail-oriented and proactive approach to tasks
• Ability to handle sensitive and confidential information with professionalism
• Exceptional multitasking abilities in a fast paced, ever-changing work environment
• Servant Leadership approach to work, clients, and team

Work Environment & Physical Demands

This is an in-office role with many hours spent at a desk. There is flexibility in the schedule, and it will be discussed during the course of the interview process.

Travel Requirements

Minimal travel is needed for this role. It will be on an as needed basis for attendance at conferences, trade shows, etc.

Company Description

Growth is challenging, but it doesn’t have to be painful. Keystone Group International helps companies align their people and profits, providing realistic and actionable growth plans without overwhelm. They focus on getting to the root issues, prioritizing strategies, and facilitating healthy change to drive impact. Whether a company is experiencing growing pains or need-to-grow pains, Keystone Group International can help.

Keystone Group International Values 

• Partner in the Journey: We genuinely care about our clients and are invested in the long-term success of their businesses. 
• Drive Change: We believe change is necessary to achieve a better future. We want to help you evolve into what we know you are capable of. 
• Maximize Your Superpowers: We honor your strengths and challenge you to think bigger to achieve a level of success you may not have imagined on your own. 
• Help First: We want to be your trusted advisors; the partner who can help you think through any organizational issue you are dealing with. 
• Raw Authenticity: We aren’t afraid to ask bold questions and speak hard truths to help you make changes that will drive sustainable growth.