Executive Assistant

Location: Saint Paul

The Executive Assistant position provides comprehensive executive support to the Vice President of Sales, and an additional Vice President(s) within BFS-Americas. The role supports both leaders and their respective departments to enhance efficiency, streamline operations and drive achievement of departmental objectives. Responsibilities include performing a wide range of advanced administrative and organizational tasks to ensure effective daily operations and executive productivity.

What will you be doing?

* Meeting & Events:
Coordinates and provides high-level administrative and logistical support for executive leadership and company events, both onsite and offsite. Responsibilities include preparing agendas and materials, recording and distributing accurate meeting minutes, managing scheduling, travel, and catering, and overseeing all event logistics which may include site selection, contract review, and onsite execution. Supports Leadership Meetings, Sales Kick-Offs, trade shows, and Town Halls, assisting with presentation materials and onsite coordination.

Oversees onboarding logistics, visitor arrangements, and provides guidance on event planning and budget adherence. Collaborates with others to execute company sponsored events.

* Administrative:
Provides administrative support to the VP of Sales and one other VP, including their departments in the form of; calendar management, drafting communications, composing, typing, copying, printing, distributing and filing business documents and correspondence, ordering office supplies, preparing UPS shipments, preparing and reviewing expense reports for accuracy and compliance, and updating department org charts, submitting and tracking PTO. Attending monthly and weekly staff meetings, creating agendas and taking notes.

Acts as a backup for the Front desk as needed.

* Travel:
Coordinates domestic and international travel arrangements for supported VP's, their direct reports (as needed) including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodations and arranging meetings and visits. Travel support will extend to the Rep Advisory Council.

* Resource/Committees:
Assists with the on-boarding process for new hires which includes ordering phones and IT equipment, office supplies, scheduling appointments and necessary trainings and meetings for the first two weeks of employment. Provide set up details for either a remote office or a dedicated workspace at an Uponor facility. Acts as the department liaison as an initial point of contact, fielding various questions from internal and external customers, and assisting with ad-hoc projects or requests from department managers

* Presentations/Special Projects:
Produce high-quality reports, presentations, and other documents in Microsoft Word, PowerPoint, and Excel. Prepares drafts of correspondence, agendas, presentations, and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation.

* Seeks out opportunities to contribute to the business success through proactive involvement in team initiatives.

What will you need?

* Requires a high school diploma or equivalent with a minimum of 5 years of experience in providing Executive level support.

* Must be able to work with independent judgement and initiative

* Expert proficiency in Microsoft Office (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Concur, and Legal Tools

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

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

* Demonstrated follow-through and results delivery

* Strong critical thinking, analytical, and problem-solving skills

Preferred Qualifications:

* Bachelor's Degree

* 3 years of corporate experience in mid-size to large companies

* Direct professional experience facilitating and supporting all Board preparation including preparing relevant communications and meeting materials and other duties as needed.

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

What will you get?

* Best-in-class health benefits (medical, dental, vision)

* 160 hours paid time off (combination of PTO and Employee Safe and Sick Time accruals- MN Based Employees)

* For more information:

Disclaimers

Applicable to US job postings only (not Canada):
The expected compensation range for this position is $29.25-$43.87/hour. This range represents a good faith estimate for this position. The specific compensation offered to a candidate may vary based on factors including, but not limited to, the candidate's relevant knowledge, training, skills, work location, and/or experience. Internal…