Executive Assistant

  • Location: Minneapolis, MN
  • Department: Admin
  • Type: Full Time
  • Min. Experience: Experienced

Job Description

As an Executive Assistant, you help run the show. You are an essential extension of the executive leadership team, creating efficiencies that allow them to focus on what is most important. You enjoy the challenge of keeping everyone on the same page through proactive communication, planning, & problem solving. You are organized and detail oriented with innate ability to manage multiple projects and requests at any given time. You enjoy being an important part of company communication and culture. You are trustworthy & adaptable and excited to join a dynamic and passionate work environment.

What You’ll Be Doing 

As an Executive Assistant, you will manage and ensure successful operations of the Executives’ daily agenda.  You will be responsible for a variety of tasks including scheduling, travel accommodations, coordinating & attending important meetings, creating presentations, and managing communications & information flow.

  • Act as the point of contact for the CEO managing schedules, appointments, travel, expense reports, communications, and information requests
  • Increase overall effectiveness of the executive team through various support tasks including presentation and content creation, planning and coordinating events and meetings, and ensuring follow through on action items
  • Plan, coordinate, & attend important meetings. Ensure meetings are successful through agenda creation, accurate scheduling, IT set-up, catering, note-taking, and follow-ups.  Prepare executive summaries of meeting notes
  • Create emails, presentations, reports, and executive summaries for internal and external communications
  • Assist with the planning and execution of company meetings & events throughout the year
  • Provide support as needed
  • Other special projects, as assigned

Experience and Skills Needed

  • 5+ years of experience in an administrative or executive assistant role supporting VP or C-level leaders
  • 2+ years of experience supporting a geographically distributed and/or remote executive team preferred
  • 8+ years professional experience
  • Bachelor’s Degree preferred, but not required
  • Excellent written and visual content creations skills (presentations, emails, etc)
  • Demonstrates a high degree of independent thought, judgment, discretion and confidentiality
  • High degree of professionalism with an ability to maintain confidential information
  • Experience successfully interfacing with many internal & external stakeholders including executives, board members, customers, and colleagues
  • Must have the ability to manage multiple projects and pay exceptional attention to detail 
  • Upbeat and solutions-oriented personality; ability to think on your feet with strong problem solving skills
  • Must be able to tackle and own the day-to-day tasks along with other senior level responsibilities
  • Experience with budget management with a cost-effective focus
  • Proficient with Microsoft Office or Google Suite
  • Proficient with Presentation Software (PowerPoint, Keynote, Google Slides, etc)

What Would Be Awesome To Have

  • Experience in SaaS or Software specifically
  • Venture-backed high growth environments

What’s In It For You

  • Employee Stock Options
  • Paid parental leave
  • Medical benefits - employee premiums paid 100% by WIW 
  • Dental benefits
  • Paid vacation and holidays
  • Flexible work environment
  • Data/Cell (internet) stipend
  • Casual dress code
  • Dynamic and dedicated team


Sound Like a Good Fit?

We’d love to talk to you! Please submit the following to apply:

  • Resume (including months/years of employment for each position).
  • Cover letter including:
    • an overview of your existing experience 
    • a convincing reason why you’d like to work at When I Work.

*Must already be authorized to work in the United States on a full-time basis for any employer.

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