Overview
Office & Admin Specialist Jobs in Saint Paul, MN at State of Minnesota
Public Job DescriptionAbout the Company
At arbor, we’re curious, experienced creative strategists and technology executives with a shared love of great stories and award-winning backgrounds in documentary filmmaking, scriptwriting, production, and consumer marketing. Together we have developed an AI-powered video platform that combines the power of human connection with AI to capture, edit, and share stories at scale. Our AI-powered production platform transforms stories into shareable content such as video clips, pull quotes, image stills, blog articles, email campaigns, talking points, and more.
The Arbor Platform streamlines content creation from capture to production to generation to distribution. Our full-service and self-service products help marketing teams amplify their storytelling in a cost-effective way.
Our commitment to excellence, innovation, and customer satisfaction has positioned us as a key player in the industry. Join us in shaping the future of storytelling!
About the Role
As an Executive Assistant, you will be a vital member of the team, providing high-level support to Arbor’s CEO. You will play a critical role in ensuring the smooth day-to-day operations of the executive team, with a blend of administrative, personal, and strategic responsibilities. You’ll work closely with the CEO and cross-functional teams to optimize workflows, support key initiatives, and help drive business outcomes. Your role will involve managing schedules, coordinating meetings, handling correspondence, and executing various administrative tasks.
Responsibilities
Calendar Management: Organize and manage complex calendars for the CEO, including scheduling meetings, appointments, and travel arrangements. Prioritize conflicting demands and ensure timely attendance at important events.
Meeting Coordination: Coordinate and schedule meetings, conferences, and appointments, both internally and externally.
Communication: Serve as the primary point of contact for internal and external communications on behalf of the CEO. Screen and respond to emails, phone calls, and inquiries, handling them with professionalism and discretion.
Correspondence: Draft, proofread, and edit correspondence, reports, presentations, and other documents, as required. Ensure accuracy, clarity, and adherence to company standards in all communications.
Administrative Support: Provide comprehensive administrative support to executives, including managing expense reports, processing invoices, maintaining filing systems, and handling other ad hoc administrative tasks.
Sales Support: Prepare the CEO for sales meetings, including conducting background research, compiling relevant data, and creating briefing documents.
Project Assistance: Assist the CEO in managing various projects by coordinating project timelines, tracking progress, and facilitating communication between team members. Prepare reports, presentations, and documentation, as needed.
Relationship Management: Build and maintain positive working relationships with internal and external stakeholders, including customers, partners, vendors, and colleagues.
Light Personal Coordination: Handle light personal tasks such as online orders, reservations, and personal scheduling
Confidentiality: Maintain strict confidentiality and discretion when handling sensitive information, such as financial data, strategic plans, and personnel matters.
Requirements
Bachelor’s degree preferred, or equivalent combination of education and experience.
Proven experience as an executive assistant or similar role, preferably supporting C-level executives.
Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
Proficiency in office software applications, including GSuite (Google Calendar, Google Sheets, etc.).
Proficiency working with CRM software (Hubspot).
Experience working with a Project Management Tool (Jira, Monday.com, etc.) is a plus!
Strong attention to detail and accuracy in all tasks.
Ability to handle confidential information with discretion and professionalism.
Flexibility and adaptability to changing priorities and requirements.
Positive attitude, proactive approach, and ability to work both independently and collaboratively as part of a team.
The Ideal Candidate:
We’re looking for someone who thrives in a fast-paced, dynamic environment and is eager to grow alongside a creative, driven team. You’re not just here to support—you’re here to move things forward.
Operationally minded – You’re organized, structured, and great at bringing order to chaos.
Comfortable with creatives – You enjoy working with visionary, high-energy individuals and know how to translate big ideas into action.
Startup mindset – You’re resourceful, adaptable, and comfortable wearing many hats in a constantly evolving environment.
Loves learning – You’re curious, proactive, and always looking for ways to level up.
Hustler mindset – You have a strong sense of urgency, take initiative, and get things done quickly and efficiently.
Open to feedback – You’re coachable, resilient, and thrive on honest, constructive input.
Experienced – You’ve been in a similar role for 2+ years and know what it takes to support high-performing leaders.
Ambitious – You’re young, hungry, and looking for a role that offers real growth, ownership, and impact.
This is a unique opportunity to work closely with leadership at an early-stage company and grow alongside a team building something from the ground up.
Perks and Benefits:
401k Plan
Fully covered Medical, Vision, and Dental Coverage
Remote team and engaging remote environment
Work Details:
W2 full-time, 40 hours per week
EST Time Zone, required
Work Location: Long Island, NY
Mostly remote, with an opportunity for some in-person work
$25-$30 per hour
We value equity, inclusion, belonging, and diversity at our company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity, national origin, or any other applicable legally protected characteristic.
Job Type: Full-time
Pay: $25.00 – $30.00 per hour
Expected hours: 35 – 45 per week
Benefits:
401(k)
Dental insurance
Flexible schedule
Health insurance
Health savings account
Paid time off
Professional development assistance
Schedule:
Monday to Friday
Weekends as needed
Work Location: Hybrid remote in Glen Cove, NY 11542
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Title: Office & Admin Specialist
Company: State of Minnesota
Location: Saint Paul, MN
