Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support meeting planning, visitor coordination, and day-to-day office operations in Saint Paul, Minnesota. This Long-term Contract position is ideal for someone who excels at organizing details, communicating clearly, and creating a smooth experience for employees, executives, and guests. The role includes coordinating events, managing travel-related reporting, and helping maintain an efficient and well-organized workplace environment.

Responsibilities:
• Organize the logistics for leadership, board, and companywide meetings by arranging meeting space, coordinating technology needs, and securing food service when required.
• Support large internal events by managing attendee registration, distributing event communications, preparing agendas, and keeping participant information accurate and up to date.
• Build and oversee event registration materials and tracking tools, including forms, schedules, communications, and attendance records.
• Prepare reports and dashboard updates to monitor participation, provide event status visibility, and assist attendees throughout the full meeting lifecycle.
• Coordinate event-related details such as hotel room lists, vendor communication, attendee tracking, on-site execution, and follow-up activities after events conclude.
• Welcome scheduled visitors and help deliver a well-organized onsite experience by coordinating access, preparing meeting areas, arranging signage, and managing catering details.
• Maintain visitor logs, assist with sign-in procedures, and issue access credentials in alignment with compliance and audit expectations.
• Answer and direct incoming calls, receive deliveries connected to meetings and events, and contribute to daily office coordination to keep operations running smoothly.
• Process monthly direct travel reporting for external clients and partner organizations, and provide backup support for mail room activities when needed.
• Create and publish internal Administrative Services updates on the intranet to share timely and clear workplace communications.• Experience providing administrative support in an office setting.
• Demonstrated ability to coordinate meetings, events, or visitor activities with strong attention to detail.
• Skill in handling inbound calls and directing inquiries in a courteous and efficient manner.
• Proficiency with data entry, record maintenance, and administrative documentation.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to support reception-style duties and maintain a service-oriented presence.
• Experience assisting with office operations such as filing, delivery coordination, or workplace support tasks.
• Effective written and verbal communication skills for interacting with employees, guests, and external partners.