Are you looking for a fantastic opportunity to help our senior leadership team’s work lives run smoothly while supporting a mission you can feel great about?

At Vanco, we create software that makes schools – especially their administrative teams – better, faster, and stronger. They trust us to provide streamlined payment and administrative solutions. We are growing fast and are excited to have great people join a rewarding company culture.

As an Executive Administrative Assistant, you will provide advanced administrative and technical assistance to our CEO and other members of the senior leadership team. You will maintain a position of high visibility and serves as the main point of contact for the CEO and senior leadership team.

We are looking for someone who gets excited about handling multiple priorities simultaneously, some of which can be urgent or sensitive. You’ll be responsible for critical corporate documents and records and will manage confidential information. This role provides broader office support for our Bloomington, MN office and will report directly to the VP, HR.

As a company, we are exceptional because of our curiosity, agility and creative approach to meeting market needs. We deliver unparalleled service and products in a company culture that treats clients, partners and each other with the highest level of integrity and respect.

What you’ll be doing:

Executive Team Support

Provide executive support for the CEO and senior leadership team. Responsible for managing calendars and all executive meetings.

Manage and maintain executives' schedules, appointments and travel arrangements & itinerary; including airline, hotel, and rental cars, driver services and other assistance as needed

Performs administrative support functions, including: compiling and preparing expense reports for executives, scanning & filing documents, routing documents for senior leadership signature

On behalf of the CEO and the senior leadership team, draft, edit, and finalize correspondence, and documents intended for a range of audiences, including the board of directors.

Prepares complex, routine and non-routine business reports; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.

Works closely and effectively with the senior leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO, VP HR, and Senior Leadership Team updated.

Creates, edits and formats PowerPoint presentations for internal/external meetings.

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

General Office Support

Screens, greets visitors and directs them to the appropriate area or individual. Answers phones and provides customer service to callers such as clients, businesses, department staff, and/or other staff regarding various issues. Responds to questions, requests, or problems or directs to appropriate person/department.

Performs duties in the support of various meetings including: organizing meeting sites and scheduling meetings; ordering food/drinks; organizing and maintaining documents, records and related information; preparing agendas materials; sending notifications; setting up and attending meetings; monitoring audiovisual equipment; and taking/transcribing notes and preparing minutes when required.

Responsible for the overall organization and day-to-day needs of the office, including the coordination of office supplies, space, equipment, and furniture as needed.

Responsible for being 1st front line support of all A/V equipment, ensuring setup is correct, prior to any meeting that the CEO or the Senior Leadership Team are facilitating and coordinates with the IT group if additional support is required.

Opens, stamps, sorts, logs and distributes incoming mail; prepares and processes outgoing mail

Arranges travel for non-senior leadership team members.

Special Projects

Assists with planning events and socials.

Assists with other corporate mailings and projects as required.

Manages timelines and deliverables for projects as required

Performs other related duties as assigned

Who you are:

You have an associate degree from an accredited two-year college in Business or Office Management, or a related field; and,

You have 8 years of progressively responsible high-level administrative support experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

BA/BS preferred; ideal educational focus in Finance, Economics, or Business Administration

You have strong organization skills

You have demonstrated proficiency with:

o MS Office to include Word, Excel, PowerPoint, Visio

o Ability to set up and facilitate Zoom Meetings

o General Office Equipment

o Proofreading and editing documents.

o Preparing clear and concise reports, correspondence and other written materials.

o Using a computer to accurately and rapidly enter and retrieve data and information.

o Communicating orally and in writing with internal staff, clients, the public, and other departmental staff to give and receive information in a courteous manner.

You can commute to and work in our Bloomington office environment, use all computer/phone equipment for the hours required and participate in monthly and quarterly meetings

What we offer:

100% Employer Paid Health Insurance Base Plan; employee only

Dental, Vision, Life and Accident Insurance

Paid Holidays and 4 weeks PTO

401(k) Plan with employer match

Small collaborative teams where you can impact both outcome and culture

Learning opportunities provided by LinkedIn Learning

Ongoing professional development opportunities and career progression

Volunteer opportunities organized by the company

Casual work environment with fun office events

Office Diner with lots of drinks and snacks

Vanco is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.