CareerBliss

Executive Assistant (Part Time)

Minneapolis, MN
Ultimate Staffing
Posted 07/14/2025

We're looking for a highly organized and proactive Operations & Executive Assistant to support internal operations and provide direct assistance to the leadership team. This part-time, hybrid position is ideal for someone who enjoys variety, thrives in a fast-paced environment, and is comfortable working across multiple departments and systems. You'll help streamline administrative processes, coordinate onboarding, manage schedules, and support day-to-day operations.

Key Responsibilities

  • Manage executive calendars, schedule meetings, and track follow-up items
  • Assist with internal communications and preparation of materials
  • Coordinate onboarding for new team members and interns
  • Maintain and organize digital documentation and internal systems
  • Liaise with IT support for account setup and device coordination
  • Process payments and coordinate with external contributors and vendors
  • Support financial recordkeeping and assist with quarterly filings
  • Use tools like Excel and AI assistants (e.g., ChatGPT, Microsoft Copilot) to improve workflows and reporting
  • Perform light in-office tasks weekly (e.g., mail, check deposits, supplies)
  • Handle ad hoc administrative tasks as needed

Qualifications

  • 3-5+ years in an administrative, operations, or executive support role
  • Proficiency with Microsoft 365, SharePoint, and Adobe tools
  • Experience with CRM and finance platforms (e.g., HubSpot, NetSuite, or similar)
  • Strong Excel skills (formulas, tables, formatting)
  • Interest in or experience using AI tools to enhance productivity
  • Excellent communication and organizational skills
  • Trustworthy with confidential information and able to work independently

Bonus Skills

  • Experience coordinating part-time staff or interns
  • Familiarity with financial systems or tax filing processes
  • Experience working with IT service providers
  • Ability to write or refine AI prompts to support internal tasks

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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