Administrative Assistant

Business Solutions Manager @ Ultimate Staffing

Location:

Minneapolis, MN (100% Onsite)

Schedule:

Monday‑Friday, 8:00 am–5:00 pm (Core

Hours:

9:00 am–4:00 pm)

Compensation: $60,000–70,000 per year (Direct Hire)

$60,000.00/yr – $70,000.00/yr

About the Role: We are seeking a highly organized and proactive Administrative Assistant to support a dynamic team of professionals including Principals, Interior Designers, Project Managers, Project Architects, and Technical Staff. This role offers a blend of general administrative responsibilities with a few executive‑level support tasks. You will report directly to the Executive Assistant and collaborate with other administrative staff to ensure smooth day‑to‑day operations.

• Coordinate meetings, seminars, and travel arrangements for staff
• Prepare conference rooms for client meetings (food/beverage, tech setup, note-taking)
• Manage Outlook calendars, resolve scheduling conflicts, and proactively support time management
• Perform clerical tasks: transcription, copying, scanning, mailing, filing
• Maintain hard copy document archives and records
• Create and submit expense reports for Principals (executive team)
• Proofread and edit outgoing correspondence and documents
• Set up project folders and format punch lists according to standards
• Provide reception relief and support other admin staff as needed
• Maintain confidentiality and exercise discretion in all tasks
• Adapt to change and support cross‑functional teams with flexibility
• Assist with letterhead printing and document formatting
• Support internal communications and team coordination

• Bachelor's degree
• Minimum 3 years of administrative or executive support experience
• Proficiency in Microsoft 365 (Word, Excel, Outlook)
• Strong organizational, communication, and multitasking skills
• Professional demeanor, discretion, and team‑oriented mindset

• Prior administrative experience in an architecture, design, or consulting firm (not required but valued)

If you are a detail‑oriented administrative professional who thrives in a collaborative, fast‑paced environment, we encourage you to apply!

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

For unincorporated Los Angeles County, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

• Entry level

• Full‑time

• Administrative

• Administrative and Support Services