Overview
Executive Administrative Assistant to Vice President and CFO Jobs in Northfield, MN at St. Olaf College
Job Overview
Hoque Global is seeking to hire an Administrative Assistant / Receptionist to support the real estate team’s rapid growth and serve as the first and last impression of the company to clients, partners, and vendors visiting our office. The Administrative Assistant / Receptionist will report to the Vice President of Real Estate and work with the whole real estate team in running the company’s operations. This role represents the day-to-day face of the company and will engage with and build strong relationships with team members and key external relationships.
This role provides extensive exposure to the workings of a fast-moving, high-growth business. A successful candidate will tackle any and all tasks to ensure the real estate team can maximize their time to focus on strategic areas relating to the ongoing development of the business. This individual will have the opportunity to assist and engage in a host of initiatives. This individual will also be expected to maintain complex schedules with excellent attention to detail.
Duties
Welcome guests/visitors and direct them to the appropriate area
Manage calendar for maximum strategic impact
Ensure that the team is ahead of, prepared for, and meets all key deadlines
Complete expense reports and manage receipts
Maintain and organize the business card database
Manage files for efficient and effective organization
Coordination of internal/external meetings, logistics and communications
Screens incoming calls and processes and disseminate internal and external correspondence to appropriate areas
Handles daily contact with internal and external relationships, management, and visitors
Handles travel arrangements; requiring research and cost analysis to book and confirm best available airfare, hotel and ground transportation
Provide backup support to other team members, assisting with administrative tasks and ensuring smooth daily operations
Proactively anticipates needs of the team and office, ensuring seamless operations by addressing potential challenges before they arise
Coordinates materials/supplies for breakroom
Monitors general upkeep of office area, keeps and organized and tidy front desk, and organize supply closet and keeps track of inventory/restocks when necessary
Prepares meeting rooms/reception area when guests/visitors arrive
Receive, sort, and distribute daily mail/deliveries
Maintain security by following procedures and controlling access
Performs other clerical and administrative duties as assigned and assists with other projects as assigned (ex. Meetings, special projects, and events)
Qualifications
Minimum of 3 years proven experience supporting a growing team within a private equity, commercial real estate, or professional services organization
Provide confidentiality, discretion, and exercise judgement
Strong work-ethic, can-do attitude, proactive and forward-thinking
Would be highly organized and strategic thinker with ability to multitask
Flexible and adaptable to change
Flourishes in a fast-paced environment
Enjoys collaborating and is team-oriented
Exercise a high level of attention to detail
Proficient in MS Office Suite including Outlook, PowerPoint, Excel and Word
Some accounting/finance team support experience preferred
Job Type: Full-time
Benefits:
401(k)
Dental insurance
Health insurance
Vision insurance
Schedule:
Monday to Friday
Ability to Commute:
Dallas, TX 75201 (Required)
Ability to Relocate:
Dallas, TX 75201: Relocate before starting work (Required)
Work Location: In person
Title: Executive Administrative Assistant to Vice President and CFO
Company: St. Olaf College
Location: Northfield, MN
