• Executive Assistant

    Robert Half Office Team (Minnetonka, MN)


    Description

    We are seeking a seasoned Executive Assistant to assist in a contract role in Minnetonka, MN.

    Key Responsibilities:

    Executive Director Administrative Support

     

    + Maintain the Executive Director’s calendar, schedule meetings, site visits, and travel arrangements.

    + Prepare travel packets covering air travel, hotel bookings, conference registrations, etc.

    + Manage corporate records (fireproof storage, scanning, offsite storage).

    + Monitor administrative expenses and assist with budget details.

    + Handle USPS and intercompany mail, and coordinate courier services for the Foundation and external organizations.

    + Manage and organize publication subscriptions, articles on family members, and shared photos/videos for Foundation use.

    + Complete expense reports (e.g., mileage, receipts).

    + Support Shareholder meeting logistics (catering, presentations) and maintain a scheduled meeting list for various events.

     

    Committee Support

     

    + Schedule and confirm logistics for four annual board meetings and additional committee meetings.

    + Coordinate online meetings using Zoom or TEAMS and upload materials to Directors Desk.

    + Manage RSVPs and trustee communication related to various meetings and events.

    + Prepare travel expense reports for board members in compliance with policies.

     

    Invoice Processing/Vendor Liaison

     

    + Scan and code vendor invoices for payment while monitoring accuracy and maintaining records.

    + Collaborate with the legal team for contract reviews related to new vendor agreements.

     

    Supporting Organization Administrative Support

     

    + Work with staff to coordinate meetings, including materials and distribution.

     

    Event Coordination

     

    + Coordinate transportation, catering, event configuration, and other relevant details for three offsite events in the Twin Cities.

     

    Office Supplies and Equipment Management

     

    + Organize and manage office supplies for both the Foundation and the Carlson Family Home.

    + Provide support for office equipment maintenance and arrange service calls when necessary.

    Requirements

    + 5+ years experience as an Executive Assistant supporting senior-level executives.

    + Microsoft Office (Word, PowerPoint, Excel, TEAMS) and Adobe tools (Acrobat, AdobeSign; Illustrator is a plus).

    + Effective management of office organization (files, supplies, cabinets).

    + Ability to prioritize tasks, pivot quickly for urgent needs, and meet deadlines consistently.

    + Act as the first point of contact for external organizations

    + Problem-Solving and Attention to Details

    + Handle vendor relationships, invoice reviews, and service agreements with precision

    + Discretion and Confidentiality

    + Maintain high levels of tact and confidentiality when handling sensitive information.

     

    Benefits are available to contract/temporary professionals, include medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

     

    If you are interested, please call (952) 473-0442.

    TalentMatch®

    Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

     

    Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

     

    All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

     

    • 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .