Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level administrative and governance support in Minnesota. This contract position will partner closely with senior leadership to maintain corporate records, coordinate executive activities, and keep critical documentation accurate and accessible. The role calls for strong judgment, exceptional organization, and the ability to manage confidential matters with discretion while supporting time-sensitive projects.

Responsibilities:
• Maintain and refine corporate record books, ensuring governance documents are properly organized, indexed, and easy to retrieve.
• Update minute book materials to reflect structural changes, including amendments, memoranda, stock documentation, and related entity records.
• Monitor filing schedules, renewal dates, and required submissions so key corporate compliance deadlines are met on time.
• Prepare board and shareholder materials, route documents for signature, and preserve executed originals in a well-maintained digital and physical archive.
• Coordinate communication and follow-up with external legal counsel, accounting partners, and other advisors involved in corporate matters.
• Support executive operations by managing calendars, scheduling meetings, arranging travel, and handling correspondence for senior leadership.
• Create and improve document management practices for executive files and governance records to support accuracy and efficiency.
• Track outstanding tasks across concurrent initiatives and drive timely completion through consistent follow-up and organization.
• Draft memoranda, meeting materials, and other business correspondence for internal and external distribution while handling sensitive information with discretion.• Demonstrated experience supporting executives or senior leadership in an administrative or corporate governance capacity.
• Strong background in calendar coordination, meeting support, and travel planning for busy stakeholders.
• Ability to prepare, organize, and maintain detailed records, including minutes, amendments, and formal business documentation.
• Experience working with confidential information and exercising sound judgment in sensitive situations.
• Strong written communication skills with the ability to draft clear correspondence and internal materials.
• Proven attention to detail and the ability to manage multiple priorities within a structured, deadline-driven environment.
• Comfort working with outside advisors such as attorneys and accountants to gather information and keep projects moving.
• Familiarity with stock-related documentation and corporate record maintenance is preferred.