Executive Assistant

Position Summary Located in our downtown Wayzata, MN HQ, the OCP North America Executive Assistant & Business Coordinator is a trusted partner to the CEO and leadership team, providing exceptional executive administrative support while ensuring the smooth day-to-day operation of the office and delivering core components of our business operations. This role is responsible for managing executive calendars, coordinating meetings and travel, processing expenses, supporting office operations, and serving as the primary coordinator for employee IT onboarding and offboarding. The Executive Assistant & Business Coordinator contributes to progressing our business while fostering an organized, welcoming, and highly productive workplace. The ideal candidate is highly organized, proactive, communicative, resourceful, and comfortable managing multiple priorities in a team focused environment while maintaining a high level of professionalism and confidentiality. Key Responsibilities Executive & Leadership Team Support (60%) Provide proactive administrative support to the CEO and members of the business leadership team. Manage complex calendars, prioritize meeting requests, and coordinate schedules across internal and external stakeholders. Organize meeting logistics including scheduling, facilities, virtual meeting coordination, agendas, and presentation materials. Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation. Coordinate external conference logistics including centralizing company registration, meeting rooms & hotel needs, and managing agenda. Prepare and process expense reports accurately and in a timely manner. Draft, edit, and format correspondence, reports, presentations, and other business documents. Monitor action items and follow up on commitments made during team meetings. Maintain confidentiality while handling sensitive business information and executive communications & plans. Business Projects & Operational Support (25%) Support cross-functional business operations projects as assigned. Coordinate and execute deliverables related to business operations such as shipping documentation for supply chain, samples support for R&D, and sales support data entry Involvement in project timelines, meetings, documentation, and follow-up activities as applicable Coordinate IT & Finance onboarding activities for new hires including submitting IT equipment requests, new user set-up, and ensuring technology is ready for employees’ first day and support low-volume IT asset tracking and related administrative processes. Research information, prepare reports, and assist with presentations. Provide flexible support to evolving business priorities and organizational needs. Office Management (10%) Serve as the primary coordinator for day-to-day office operations. Order office supplies, snacks, beverages, and catered meals while managing inventory and vendor relationships. Coordinate with the building property management company regarding office maintenance, repairs, access, parking, and other facility-related needs. Support office events, leadership meetings (internal & external), employee celebrations, and company gatherings. Help maintain a welcoming, organized, and professional office environment for employees and visitors. Coordinate mail, shipping, and other office administrative functions as needed. Team Engagement (5%) Evaluate and coordinate opportunities to further team connectivity and engagement. Partner to identify and ensure enhanced internal information and collaboration flow across the team. Qualifications Required 5+ years of administrative experience including time supporting senior executives and/or leadership teams. Demonstrated ability to manage multiple priorities with exceptional attention to detail. Experience coordinating project timelines, planning & executing deliverables, and communicating with multiple internal parties. Excellent organizational, time management, and project coordination skills. Demonstrated ability to operate in an anticipatory and proactive way, work independently while solving problems & proactively identifying actions. Strong verbal and written communication skills at all levels of the organization and across global teams. High level of professionalism, discretion, and ability to maintain confidentiality. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Experience managing executive calendars, travel, meetings, and expense reporting. Preferred Experience working with global teams. Experience supporting business or operational projects. #J-18808-Ljbffr