Executive Administrative Assistant

Purpose

In this role, qualified candidates will provide executive administrative and operational support to the President and CEO, as well as cross functionally in the agency to help execute the work, support client and employee relationships, and help foster a positive work environment. This position will work closely with the CEO, CFO, President, and Leadership Team and requires a high level of confidentiality at times. This position will support and manage special projects as assigned by the CEO and/or President.

Hot Dish Advertising Core Values:

• Passionate about our clients, our team, and the work we produce.
• Curious to learn more, improve skills, use new programs, open to change and test new creative solutions to help our clients achieve their goals.
• Smarty Pants to challenge what has been done before and prove out a better solution that delivers results.
• Playing to win to do what it takes to support the client. Lead, Follow or Get out of the way.
• Respectful of everyone. Open minded to the needs of others and work to help improve along the way. Teaching and showing without judgment.
• Fun and thrive off partnering with other high-energy team members and clients!

Essential Functions of the Job

Executive Leadership Support

• Maintain daily calendar for the President and CEO; schedule meetings and appointments, both internal and external.
• Assist in the planning and execution of prospect or client meetings, ensuring all materials from the team are prepared to the highest standard.
• Serve as primary point of contact, managing inquiries and communications with professionalism and discretion (internal, external and new business).
• Conduct research and compile data to support strategic decision-making and business development initiatives.
• Handle domestic and international travel arrangements (i.e., hotels, flights, briefing materials) and expense reporting for President, CEO, CFO and Leadership Team.
• Coordinate, research, and oversee core initiatives of the Leadership Team; track tasked projects to completion.
• Prepare meeting agenda and records/minutes of Leadership Team Meetings.
• Communicate guidance and recommendations on behalf of the President and CEO.
• Schedule and attend meetings on behalf of CEO, CFO, and/or President, taking notes, recording minutes and reporting out next steps.
• Coordinate drafting and finalizing of internal documents.
• Draft memos, emails, letters and reports for the CEO, CFO, President, and/or Leadership Team.
• Perform additional duties as assigned by CEO, CFO and/or President.

Office Management/Administration

Build long-lasting, mutually beneficial relationships with clients and team members by:

• Manage IT support partner and ensure that teams are receiving support and equipment as needed or identify opportunities.
• Manage the cloud server environment and cloud phone system for the agency by identifying efficiency opportunities and clarity of use for all.
• Proactively identify opportunities to streamline administrative processes and improve overall efficiencies within the agency.
• Purchase office supplies and equipment as needed for the team.
• Plan and manage industry, company, and client event needs such as booking a venue, meal planning, invitations, and meeting prep (PPT presentations typically).
  • Weekly All Agency meetings
  • Quarterly All Agency meetings
  • Lunch & Learns
• Help build our company culture by planning social events and managing our social budget, negotiate with vendors if necessary.
• Help identify, source, and purchase team member swag and gifts as directed by the Leadership Team.
• Manages birthdays, service anniversary, and special event gifts. Send Reminders to Leadership Team regarding employee milestones.
• Support with pre-start needs of New Hires.
• HDA technology onboarding training.
• Offer recommendations for and implement new systems to enhance remote team communication and collaboration, while coordinating interdepartmental efforts to foster a cohesive and productive work environment.
• Participate in company initiatives to support our EOS rocks and company goals.

Qualifications:

• 4+ years of experience as an Executive Assistant, supporting executive level leaders.
• You are excited about joining a small team, are willing to wear many hats, and are willing to jump in and support the company goals.
• You are a self-starter, with a proactive mindset, who is curious, willing to self-teach a skill to perform the task at hand, anticipate needs, and take initiative to address them.
• Extensive experience in executive email and calendar management.
• You are driven and love the fact that the better we do as a company, the more opportunities for both personal and financial growth.
• Must have exceptional attention to detail and accuracy.
• Proficiency with Microsoft Suite, Slack, Dropbox, Zoom, and other relevant software applications.
• Preferred 3 years of experience with Workamajig or similar project management software.
• Strong organizational and time management skills, ability to prioritize, and not afraid to seek advice or help as needed.
• Ability to function well in a fast-paced environment, preferably within the advertising or creative industry.
• Excellent written and verbal communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Strong problem-solving skills and analytical abilities.
• Ability to interact effectively and appropriately with high-level professionals and Leadership Team.
• Collaborative work style with ability to work across departments to get the results and support needed.
• Desire to work hard as a team and have fun doing it.
• Bachelor’s degree in business administration, marketing, or equivalent experience.

Job Demands & Conditions

• This position is a remote working situation in Minneapolis, Minnesota with the ability to manage inventory and meet in person on an as needed basis.
• This position involves sitting at a computer for several hours at a time.
• Proficiency in the use of keyboard/mouse and video meetings.
• Ability to see and hear in virtual meetings.
• Ability to maintain a regular schedule aligned with Central Time zone business hours, 9 am – 5 pm, to facilitate effective collaboration and communication with team members and clients.
• Ability to work extended hours as needed.