89 applicants

Company

Original Job Post

Ecolab · 1 week ago

Administrative Assistant

St Paul, MN

Full-time

Onsite

Mid Level

4+ years exp

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Responsibilities

Proactively manage calendars and schedule meetings and events for two senior executives

Exercise discretion in managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings

Provide support with email management, coordination of conference calls and Teams meetings

Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits utilizing Concur

Provide administrative services for executive leadership team meetings and other meetings, including distributing relevant materials and agendas, and preparing and distributing accurate minutes to a high-quality standard in a timely manner

Manage meeting and event logistics

Produce high-quality reports, presentations, and other documents in Microsoft Word, PowerPoint, and Excel

Prepare drafts of correspondence, agendas, presentations, and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation

Manage projects as requested

Prepare expense reports and manage any invoices, complete other financial reconciliation as needed

Make independent decisions regarding planning, organizing, and scheduling priorities for self and executives

Act as liaison for internal customers and key contact for executive contacts and customers

Additional duties as assigned

Qualification

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Immigration Law KnowledgeAdministrative SkillsMicrosoft office proficiencyTyping speedFortune 500 experienceGrammar skillsDeadline managementProject managementFast-paced environment experienceBilingual in spanishProblem-solvingHard-working interpersonal skillsExceptional communication skillsCritical thinkingFlexibilityAdaptabilityCustomer focusCollaborationInitiativeResourcefulnessFollow-through

Required

High School Diploma or equivalent

4 years experience as an administrative assistant

No immigration sponsorship available for this position

Preferred

Bachelor’s Degree

Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday

Minimum typing speed of 55 WPM

Minimum of 2 years of experience working for a Fortune 500 company

Excellent grammar, punctuation and spelling

Understanding of deadlines with minimal supervision

Ability to uphold strictest level of confidentiality and effectively manage sensitive information with professionalism and speed

Proficiency in collaboration and delegation of duties

Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities

Exceptional interpersonal skills & friendly and professional demeanor

Strong verbal and written communication skills and executive presence

Demonstrated follow-through and results delivery

Demonstrated initiative with the ability to work independently and be resourceful, anticipating and communicating potential issues

Flexibility to respond to urgent project needs and shifting priorities

Strong customer focus and approachability

Critical thinking, analytical and problem-solving skills

Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment

Adaptability and flexibility, with a willingness to collaborate in a team environment