Job Title: Executive Assistant
Category: Administration
Department: Executive Office/Human Resources
Location: Minneapolis, MN
Job Type: Full-time
About Us:
With a rich history of Technology & Security service spanning over 30 years, TLC Millimeter Wave Products and Technology has become a trusted name in the community and around the world. We have built a powerful reputation based on our unwavering commitment to exceptional care, professional expertise, and a genuine passion for improving lives. Our team of experienced professionals works collaboratively to create a supportive and nurturing environment for our clients.
As a result of our continuing growth, TLC is seeking an experienced and dedicated Executive Assistant to provide comprehensive administrative support to our CEO and the Executive Leadership Team (ELT). The Executive Assistant will play a crucial role in managing the daily operations of the CEO's office and supporting the ELT in their strategic initiatives. This position requires exceptional organizational skills, confidentiality, discretion, and the ability to manage a wide range of responsibilities with professionalism and efficiency.
Role Duties and Responsibilities:
In this role, the Executive Assistant will provide comprehensive administrative support to our CEO and the Executive Leadership Team (ELT). This role will play a critical part in managing the CEO's/ELT’s schedules, coordinating meetings and travel arrangements, and ensuring the smooth operation of executive-level activities. You will act as a trusted partner to the CEO, handling highly sensitive and confidential information with the utmost discretion and professionalism. This position requires exceptional organizational skills, strong attention to detail, and the ability to thrive in a fast-paced, dynamic environment.
CEO Support:
Manage the CEO's calendar, schedule appointments, and coordinate meetings, both internal and external, ensuring efficient time management.
Prepare and organize materials for meetings, presentations, and conferences, ensuring accuracy and professionalism.
Handle travel arrangements, including booking flights, hotels, and ground transportation, and managing travel itineraries.
Screen and prioritize incoming communications, including emails, phone calls, and mail, and respond or redirect as appropriate.
Draft and edit correspondence, memos, reports, and other documents, maintaining an elevated level of accuracy and great attention to detail.
Maintain strict confidentiality and oversee sensitive information with discretion.
Executive Leadership Team Support:
Assist the ELT members with calendar management, meeting coordination, and preparation of materials.
Coordinate and schedule ELT meetings, ensuring all necessary participants are included and meeting coordination is arranged.
Take minutes and distribute meeting notes, tracking action items and follow-ups.
Provide administrative support for ELT-related projects and initiatives, including research, data analysis, and report preparation.
Facilitate effective communication between the ELT members and other stakeholders, both internal and external.
Office Management:
Oversee the smooth operation of the CEO's office, ensuring supplies are stocked, equipment is functional, and facilities are well-maintained.
Process expense reports and manage invoices and reimbursements.
Coordinate planning for corporate events, conferences, and off-site meetings.
Manage confidential files and documents, ensuring proper organization, compliance, filing, and accessibility.
Special Projects:
Assist the CEO and ELT members with special projects and initiatives, providing research, analysis, and support as needed.
Collaborate with cross-functional teams to drive projects forward and meet deadlines.
Minimum Role Qualifications:
Bachelor's degree in relevant field (i.e., Business Administration) or equivalent experience.
Minimum 2 years of Bookkeeping experience, preferred.
Proven experience as an Executive Assistant, supporting C-level executives and senior leadership teams.
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Excellent written and verbal communication skills, with the ability to interact professionally at all levels.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Discretion and ability to manage sensitive information with utmost confidentiality.
Experience with travel coordination and expense management.
Knowledge of basic accounting principles and experience in budget management.
Meticulous mindset with a focus on accuracy and quality of work.
Strong problem-solving and decision-making abilities.
Flexibility and adaptability to oversee changing priorities and work effectively under pressure.
Equivalent experience in an executive support role may be considered in lieu of a bachelor's degree.
This role is on-site with potential for hybrid in the future.
Preferred Skills/Qualifications:
Strong critical thinking skills and the ability to make decisions independently.
Demonstrated ability to work in a fast-paced and dynamic environment, managing multiple tasks simultaneously.
Ability to work independently and collaboratively as part of a team.
Previous experience supporting senior-level executives or C-level executives.
Advanced proficiency in using productivity tools and software, such as MS Office/Google Workspace (formerly G Suite), project management tools, and CRM systems.
Experience coordinating and organizing corporate events, meetings, and conferences.
Strong analytical and problem-solving skills, with the ability to anticipate needs and proactively provide solutions.
Experience working in a global or multicultural environments.
Knowledge of social media platforms and digital marketing strategies.
Ability to conduct research and gather information to support decision-making and strategic initiatives.
Additional language proficiency, particularly in languages relevant to the company's operations or target markets.
Certification or training in executive support or administrative functions.
EEOC Statement: TLC Millimeter Wave Technologies is an equal opportunity employer. We value diversity and are committed to creating an inclusive and equitable workplace for all employees. We prohibit discrimination and harassment based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.
Why Choose TLC?
Innovative and Dynamic Environment: Our company fosters a culture of innovation and creativity, where innovative ideas are encouraged, and collaboration is valued. You will have the opportunity to work with a talented team and contribute to groundbreaking projects.
Growth and Development Opportunities: We are committed to the professional growth and development of our employees. We offer training programs, mentorship opportunities, and resources to enhance your skills and advance your career within the company.
Meaningful Work: Our company is dedicated to making a positive impact in the industry and the community. By joining our team, you will have the chance to work on meaningful projects that have real-world implications and contribute to improving people's lives.
Competitive Compensation: We offer a competitive salary package that includes benefits and incentives. At TLC, hard work and dedication is recognized and rewarded.
Work-Life Balance: We believe in the importance of maintaining a healthy work-life balance. We offer flexible working hours, remote work options, and other initiatives to help you achieve a harmonious integration of work and personal life.
Supportive and Inclusive Culture: We value diversity and inclusivity. Our company strives to create a supportive and inclusive work environment where everyone feels respected, valued, and empowered to bring their authentic selves to work.
Comprehensive Benefits: We provide a comprehensive benefits package that includes health insurance, retirement plans, paid time off, and other wellness programs. We care about the well-being of our employees and offer benefits to support their overall health and happiness.
Company Perks: We offer additional rewards and incentives to enhance your work experience, such as employee discounts, professional memberships, team-building activities, and more.
At TLC Millimeter Wave Products and Technology, we believe in investing in our employees' success and providing a fulfilling and rewarding work experience. We are dedicated to creating an environment where you can thrive both personally and professionally. We look forward to connecting about opportunities in the future!