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Job Title: Administrative Assistant
Location: Little Canada, MN
Format: Onsite
Schedule: Monday-Friday | 8:00 AM – 5:00 PM
Overview:
Beacon Hill’s client is seeking a dedicated Administrative Assistant to provide essential clerical and organizational support, ensuring seamless daily operations and effective coordination across various tasks. This is a non-exempt position requiring strong attention to detail, time management, and communication skills.
Responsibilities:
Scheduling & Arrangements
- Maintain and coordinate personal and work calendars, ensuring no conflicts.
- Organize office meetings, events, and team gatherings.
- Schedule meetings with professional contacts and referral sources.
- Register for conferences and continuing legal education (CLE) courses.
- Manage all travel arrangements, including business trips, vacations, airfare, car services, and reservations.
- Coordinate personal schedules, including appointments.
Correspondence & Communication
- Manage email inboxes, triaging messages and filing records appropriately.
- Screen calls and ensure timely responses to communications.
- Process and distribute incoming mail.
Office Assistance
- Oversee project management tasks as assigned by leadership.
- Order and deliver office supplies.
- Arrange office meals, snacks, and beverages.
- Assist with meeting preparation, note-taking, and task follow-ups.
- Transcribe meeting notes and maintain organized records.
- Assist with expense reports and reimbursements.
- Handle minor IT issues or coordinate with IT vendors as needed.
Marketing & Networking Support
- Organize and maintain networking contacts with a system to track engagement.
- Prepare and send thank-you notes and follow-up cards.
- Assist with referral outreach and client engagement calls.
Additional Responsibilities
- Support the execution of big-picture ideas by managing finer details.
- Prepare and distribute client gifts.
- Develop and document policies and procedures for tasks within the role.
- Assist with long-term scheduling and coordination of meetings.
- Provide email and calendar management for the owner, including handling an evolving 12-18-month schedule.
- Serve as a backup for the Welcome Specialist as needed.
- Assist the owner with personal tasks as assigned.
This role requires a proactive, organized, and detail-oriented individual who thrives in a dynamic environment and can effectively manage multiple responsibilities while supporting leadership.
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