Executive Administrative Assistant

Premium Plant Services is seeking an Executive Administrative Assistant for our Hibbing Corporate office. This position is responsible for providing office administrative support, office reception, travel logistics coordination, document production, project and business development. This position may also provide limited support to other offices within our footprint.

This is a regular, full-time, hourly position and reports to the President / CEO.

What you will accomplish:

Calendar Management

• Strategically manage calendars to ensure optimal scheduling for efficiency and productivity.
• Coordinate and prioritize meetings, resolve conflicts, and plan recurring appointments.
• Plan future scheduling needs aligned with organizational goals, including time allocation for focus or travel.
• Act as a gatekeeper by filtering requests and effectively managing the executive’s time.

Email and Communication Management

• Sort and prioritize emails, flag urgent items, and ensure timely follow-ups.
• Draft, proofread, and respond to routine or sensitive correspondence while maintaining professionalism.
• Handle sensitive communication securely and manage stakeholder interactions effectively.
• Research subject matter.

Meeting Coordination and Preparation

• Organize and prepare for meetings, including agendas, materials, and follow-up actions.
• Assist with setting up internal and external meetings, ensuring seamless execution.
• Attend meetings in proxy of executive.

Travel and Event Coordination

• Organize industry conference attendance several times per year and handle travel logistics including flights, hotels, and ground transportation.
• Assist with organizing meetings and executive team events, including agenda preparation and material distribution.
• Manage event logistics such as location setup, technology, catering, attendee coordination, and post-event follow-up.

Project Coordination

• Assist with special projects, including research, analysis, and coordination.
• Oversee components of high-visibility projects, ensuring the efficient use of resources and on-time completion.

General Office Duties

• Utilize and maintain core technology systems to streamline processes.
• Manage mail, office supplies, and other administrative tasks as needed.
• Maintain updated organizational records and databases.
• Handle sensitive communication securely and manage stakeholder interactions effectively.

Experience and qualifications for success:

Key Core Competencies

• Adaptability: Thrives in a dynamic environment with shifting priorities and deadlines.
• Attention to Detail: Ensures all work is accurate, polished, and professional.
• Problem-Solving: Anticipates challenges and develops creative, actionable solutions.
• Collaboration: Works effectively with all personnel.
• Time Management: Handles competing priorities and meets deadlines with efficiency.

Qualifications

Experience:

• Minimum of three years in an executive assistant or similar administrative role.
• Experience with accounting / bookkeeping.

Skills:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills, including the ability to draft polished correspondence.
• Proven ability to handle sensitive information with discretion.

Technical Proficiency:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with tools such as Zoom, Slack, MS Teams.
• Experience with CRM tools (e.g., Salesforce) is a plus.
• Able to quickly learn new tools.
• Prior QuickBooks experience a plus.

Attributes:

• Highly detail-oriented, with a proactive problem-solving approach.
• Self-motivated and adaptable to changing priorities in a fast-paced environment.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Experience:

• Administrative: 1 year (Preferred)

Ability to Commute:

• Hibbing, MN 55746 (Required)

Work Location: In person

Salary : $20 - $25