Executive Assistant

Position Summary

The Executive Assistant (EA) is a strategic partner to the President. They are an integral part of the senior leadership team and their support is done in a way that forwards the mission vision and values of Apogee Architectural Metals mission and values in every interaction. This role works in tandem with the President and is responsible for helping to manage CEO energy focus mindset priorities and relationships and facilitate the best outcomes for the President and their team of direct reports. The EA is interested in long-term growth and professional development and is fulfilled by the career role of EA.

The EA provides top-tier executive support preparing materials for key decisions and external meetings coordinating cross-functional follow-ups and ensuring clear timely communication. The EA represents the Metals brand with employees customers and partners models discretion and professionalism and builds strong working relationships.

This is a fully in-office role located at our headquarters in Bloomington MN. Primary work hours are 7/7:30 am 4/4:30 pm with some flexibility outside these hours. Salary range $ annual bonus opportunity.

Responsibilities:

• Manage the time of the President with competing priorities and make sure time is focused on strategic objectives and short- and long-term goals that will bring these about. Assess needed shifts in priorities as time goes on.
• Create and maintain strong relationships with team members direct reports executives stakeholders and clients necessary for the function of the executive office.
• Assess and manage the flow of information communications and access to the President in line with identified priorities.
• Using judgment to help protect the President from unnecessary involvement in day-to-day office management issues or interruptions that belong to someone else on the org chart or that the EA could handle unilaterally.
• Supports initiatives of the executive office and President in the form of an advocate or change champion.
• Creates strong external relationships as applicable to support the objectives of the President and executive office.

Calendar Management:

• Oversee and prioritize the Presidents daily weekly and monthly schedules ensuring optimal time allocation.
• Coordinate cross-functional meetings accounting for participants time zones and preferences.
• Proactively identify and resolve scheduling conflicts with diplomacy and tact.
• Prepare and provide the President with background information meeting objectives and relevant documents in advance.
• Collaborate closely with other support staff and teams to streamline company-wide scheduling.
• Block off strategic thinking planning and personal time for the President.
• Ensure timely reminders and follow-ups for crucial appointments and commitments.
• Continuously optimize scheduling tools and processes for efficiency and effectiveness.

Meeting Logistics:

• Coordinate logistics for dinners conferences and trainings.
• Prepare background information on attendees.
• Oversee the invitation and RSVP process.
• Ensure required resources and materials are ready.
• Facilitate communication between involved parties.

Inbox Management:

• Efficiently categorize filter and prioritize incoming emails to ensure the President sees the most urgent and important correspondence first.
• Draft proofread and send emails on behalf of the President when required
• Implement and maintain an organized filing and tagging system to ensure easy retrieval of past communications.
• Delegate emails and requests to appropriate departments or team members when necessary.
• Monitor and track critical follow-ups and commitments derived from email communications.
• Handle sensitive and confidential information with discretion.
• Continuously review and optimize email filtering rules and automated processes.
• Schedule and organize periodic inbox clean-ups to maintain a streamlined communication channel.

Travel Coordination:

• Arrange flight and accommodation bookings.
• Organize transportation (e.g. car rentals airport transfers).
• Prepare detailed itineraries.
• Handle visa and travel documentation as needed.
• Coordinate with local contacts or representatives.

Compose and Edit Correspondence:

• Draft letters memos and other communications.
• Proofread documents for accuracy and tone
• Format content according to company standards.
• Handle sensitive and confidential information with discretion.

Project Management:

• Oversee and execute key projects for the President and executive team.
• Collaborate cross-functionally to ensure project success.
• Track progress ensuring milestones are met on time.
• Proactively address and mitigate potential roadblocks.
• Report updates and provide recommendations as needed.

Data Entry:

• Input data accurately and efficiently.
• Update and maintain records.
• Ensure data integrity and consistency.
• Regularly backup and archive data.

AI Tools & Digital Proficiency:

• Operate and integrate AI-powered tools for scheduling correspondence and task management.
• Analyze AI tool performance metrics to optimize productivity and efficiency.
• Stay informed on the latest AI and automation trends to recommend potential integrations.
• Collaborate with IT teams to troubleshoot and refine AI tool implementations
• Customize and refine AI-driven notifications and alerts for the President.

Maintain Workspace:

• Organize and declutter physical office spaces.
• Streamline digital file storage for easy access.
• Implement systematic file naming and storage conventions.
• Regularly review and archive outdated materials.

Education & Experience

• Bachelors degree or in lieu of a degree equivalent combination of education and directly related experience.

• 6 years of progressively responsible executive assistant experience with 3 years supporting a President/CEO or C-suite leader. Experience in a multi-site or manufacturing environment is preferred.
• Proven strength in complex calendar and travel management meeting prep expense management and confidential correspondence.
• Excellent writing and presentation skills; able to draft clear emails summaries and decision briefs.
• High proficiency with Microsoft virtual meeting tools and project tracking.
• Demonstrated judgment confidentiality and relationship building with senior leaders and external partners.
• Strategic thinker with strong judgment.
• Composed under pressure unflappable and resilient.
• Strong communicator relationship-builder and cultural ambassador.
• Fulfilled by enabling the Presidents and organizations success.

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Our Benefits

Apogee and our brands are an Equal Opportunity Employer.