Executive Assistant​/Office Manager

Are you the person who sees what needs to be done and does it before anyone asks? Tail Wind Voice & Data is looking for an Executive Assistant / Office Manager to be the right hand to our owners and leadership team. You’ll be the go-to person who keeps our office running and takes tasks off leaders’ plates so they can focus on what matters most.

In this high-trust role, you’ll manage leadership calendars, prepare accurate reports that help us make decisions, prepare documents and route them for signature with ease, coordinate onboarding so new hires feel ready on day one, and keep the office running day to day. You’ll take initiative, work independently, communicate clearly, prioritize effectively and lean in to help colleagues across sales, finance, operations, legal and HR.

If you’re organized, detail-oriented, discreet and proactive with tasks and communication, love working in a fast paced, client focused environment, and you like being the one who keeps everything moving, we’d love to meet you.

This position is onsite in Minnetonka, MN
- Only local candidates will be considered.

The role of the Executive Assistant / Office Manager (“EA”) at Tail Wind is dynamic and high-trust. The EA serves as a key partner to Tail Wind’s owners and leadership team, managing executive priorities, preparing reports and keeping leadership organized, and informed. The EA also oversees day-to-day office operations and supports the sales, legal, finance, operations, vendor management, and human resources departments.

The responsibilities of the EA include executive and leadership support, reporting and data management, calendar and priority management, new hire onboarding coordination, document and presentation preparation, office management, meeting and event coordination, travel and expense coordination, communication support, and confidentiality.

The EA acts as a point of contact between leadership, departments, clients, and vendors; therefore, professionalism, discretion, attention to detail, sound business judgment, and strong communication and organizational skills are critical to success. The ideal EA takes initiative, is proactive and self-sufficient, anticipates needs before being asked, and readily leans in to help others across the organization.

• Executive & Leadership Support:
  Serving as the primary point of support for Tail Wind’s owners and leadership team; anticipating needs and proactively managing priorities; tracking action items, deadlines, and deliverables and following up to ensure completion; handling confidential and sensitive matters with discretion; and acting on leadership’s behalf as directed.
• Reporting & Data Management:
  Compiling, preparing, and distributing recurring and ad hoc reports for leadership, including operational, financial, and sales, gathering and reconciling data from company systems and departments; maintaining accurate and confidential records in company systems; and summarizing key findings to support decision-making.
• Calendar & Priority Management:
  Assisting owners’ and leadership calendars; scheduling, sending reminders; preparing agendas, meeting materials; and capturing meeting notes and action items for follow-up.
• Document & Presentation Preparation:
  Drafting and editing correspondence, reports, RFP responses, leadership presentations, and other documents; proofreading for grammar, formatting, and accuracy; working with Tail Wind legal to prepare forms and templates; and building spreadsheets and presentations, as needed.
• Office Management:
  Overseeing day-to-day office operations; monitoring office supply inventories and reordering; managing supplier relationships and vetting new products and vendors; liaising with property…