Executive Assistant To Operations Manager Jobs in Minnesota

Executive AssistantSaint Paul, MN | Full-Time Durahome Painting Plus is seeking a highly organized, proactive Executive Assistant to provide comprehensive administrative support to our Owner/CEO and Operations Manager. This critical role combines traditional executive support with operational coordination, requiring someone who can manage complex schedules, facilitate strategic meetings, and ensure seamless communication across all levels of the organization. The ideal candidate will thrive in a fast-paced environment while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex calendars for Owner/CEO and Operations Manager, prioritizing appointments and optimizing time allocation
• Coordinate and schedule meetings, conferences, and strategic planning sessions
• Prepare comprehensive meeting materials, agendas, and follow-up documentation
• Handle travel arrangements and logistics for business trips and industry events
• Screen and prioritize communications, ensuring critical matters receive immediate attention

Administrative Excellence & Documentation

• Prepare and compile comprehensive business reports for executive review and GSR meetings
• Maintain organized filing systems for both digital and physical documents with easy retrieval protocols
• Process and manage correspondence, including emails, letters, and official company communications
• Create and maintain executive briefing materials and presentation documents
• Coordinate document preparation for contracts, agreements, and official business matters

Communication Coordination

• Serve as primary point of contact between executives and internal/external stakeholders
• Handle confidential information with appropriate discretion and professionalism
• Facilitate communication flow between departments and ensure timely information sharing
• Manage phone systems and ensure professional handling of all incoming communications
• Coordinate with customers, vendors, and partners on behalf of executive team

Project Support & Strategic Assistance

• Support strategic initiatives and special projects as directed by executive team
• Assist with preparation of financial reports, performance metrics, and operational dashboards
• Coordinate cross-departmental projects and ensure proper follow-through on action items
• Maintain project timelines and deliverables tracking for executive-level initiatives
• Provide research and analysis support for business decisions and strategic planning

Office Operations Support

• Manage office supplies, equipment, and vendor relationships to ensure smooth operations
• Coordinate office events, team meetings, and company functions
• Assist with onboarding processes and new employee coordination
• Maintain professional office environment and ensure efficient administrative workflows
• Support HR functions including file maintenance and compliance documentation

Who We're Looking For

• Experience: 3+ years of executive assistant or high-level administrative experience, preferably in construction, service industries, or small business environments
• Technical Skills: Proficiency in G-Suite, project management software (Monday.com preferred), CRM systems, and standard office applications
• Communication: Exceptional written and verbal communication skills with ability to interact professionally with all stakeholder levels
• Organization: Outstanding organizational abilities with keen attention to detail and ability to manage multiple priorities simultaneously
• Discretion: High level of integrity and confidentiality when handling sensitive business and personal information
• Adaptability: Flexible mindset with ability to adapt to changing priorities and handle unexpected challenges
• Proactive Approach: Self-starter who anticipates needs and takes initiative to solve problems before they escalate

What We Offer

• Competitive Salary: $45,000 - $60,000 annually (based on experience and qualifications)
• Professional Growth: Opportunity to work directly with executive team and gain insight into all aspects of business operations
• Comprehensive Benefits: Health benefits package, paid time off, and professional development opportunities
• Technology Support: Company-provided laptop, software subscriptions, and necessary tools for success
• Additional Perks: $100/month gym stipend, $25 cell phone stipend, and flexible work arrangements when appropriate
• Dynamic Environment: Fast-paced, growing company with opportunity to make meaningful impact on business success

Our Company ValuesWe seek candidates who align with our core values: Deliver What You Promise, Radical Transparency, Efficiency and Effectiveness, Continuous Improvement, Build Meaningful Relationships, Emotional Intelligence, and Meritocratic Decision Making.

Ideal Candidate ProfileThe perfect Executive Assistant for Durahome Painting Plus is someone who thrives on creating order from complexity, takes pride in facilitating executive effectiveness, and genuinely enjoys being the behind-the-scenes force that enables leadership success. You should be energized by variety in your daily tasks and motivated by contributing to a growing company's strategic objectives.

How to ApplyReady to become an integral part of our executive team's success? We're looking for someone who combines traditional executive assistant excellence with operational awareness and strategic thinking. Join us in building a company known for operational excellence and exceptional customer service.

Please submit your resume along with a brief cover letter explaining why you're the ideal candidate for this executive support role.

Durahome Painting Plus is an equal opportunity employer committed to creating an inclusive environment for all employees.