Executive Administrative Asst

About the Job

The Executive Assistant provides critical executive coordination and administrative support within the Executive Administration Office at The Hormel Institute. This role contributes directly to the effectiveness of Executive Leadership operations by managing complex scheduling, facilitating executive communications, and maintaining administrative systems that support daily executive functions. This role serves as the primary coordinator for Institute-wide travel and travel reimbursements at The Hormel Institute.

This position manages all aspects of business travel booking, reimbursement processing, and expense reconciliation for faculty, managers, and staff, providing centralized, consistent, and compliant business travel support across the Institute. Housed within Executive Administration and reporting to the Executive Administrative Associate, the role also supports efficient day-to-day administrative operations by assisting with scheduling, communications, and coordination as needed. The position operates with discretion and independent judgment under general guidance, prioritizing work to ensure responsive service, accurate processing, and smooth administrative operations.

The employer retains the right to change or assign other duties to this position.

• Serves as the primary point of contact for Institute-wide travel coordination, supporting all HI employees with travel planning, booking, documentation, and reimbursements.
• Coordinates airfare, lodging, ground transportation, and related travel logistics in accordance with University and Institute policies.
• Manages travel documentation and reimbursement processes, including preparation and submission of expense reports and reconciliation of travel cards.
• Provides guidance to faculty, managers, and staff on travel procedures, timelines, and documentation requirements.
• Tracks travel activity and supports resolution of routine travel and reimbursement questions, ensuring timely, accurate, and compliant processing.
• Maintains organized records related to travel and reimbursements to support audit readiness and institutional consistency.

• Supports the Executive Administrative Associate with administrative coordination and day-to-day Executive Administration operations as needed.
• Assists with scheduling, calendar coordination, and meeting logistics for Executive Administration and Executive Leadership activities.
• Provides administrative support for communications, including drafting routine correspondence, coordinating follow-ups, and responding to inquiries as directed.
• Serves as an initial point of contact for Executive Administration inquiries, routing requests appropriately and responding to routine questions.
• Maintains organized electronic and physical filing systems to support Executive Administration operations, including shared folders and document access.
• Maintains centralized administrative office supplies for Executive Administration, including ordering, inventory tracking, and coordination with vendors as needed.
• Supports basic procurement and financial documentation related to Executive Administration operations.
• Assists with logistical support for Executive Administration-led meetings, events, and leadership activities as assigned.

The Research and Innovation Office (RIO) and The Hormel Institute endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.

Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota. This position has been designated as eligible for Flexible Work Profile One. Flexible Work Profile One, Office/Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located at The Hormel Institute in Austin, Minnesota.

The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

High school diploma/GED and four years of related office experience. Training/education may be substituted for some of the years of experience. Computer experience required. Specific knowledge/skills may be required.

• Experience with Google Workspace (Calendar, Gmail, and Drive).
• Experience with Microsoft Office products, including Word, Excel, and PowerPoint.
• Experience arranging travel logistics and coordinating reimbursements.
• Familiarity with PDF…