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Administrative Assistant Job Description

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.

This is an exciting direct hire position that is on-site in Little Canada, MN.

Responsibilities:

Scheduling & ArrangementsMaintain 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 & CommunicationManage email inboxes, triaging messages and filing records appropriately.Screen calls and ensure timely responses to communications.Process and distribute incoming mail.Office AssistanceOversee 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 SupportOrganize 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 ResponsibilitiesSupport 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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