Executive Assistant

Show us your organizational magic! We are looking for an executive assistant to join our team and help orchestrate schedules and meetings to keep us on track. This is a great opportunity for someone that can connect the dots and likes to keep information flowing seamlessly. Big plus if you command respect with your presence, and your warmth shines through every interaction. Our offices are located in Eden Prairie, a nationally-ranked suburb of Minneapolis that is routinely cited for its high quality of life. We offer competitive pay with great benefits including retirement, health insurance, and generous paid time off. Most of all, you get to be part of a great team that is doing important work serving the community. SouthWest Transit is an award-winning public transit agency serving the core areas of Chaska, Chanhassen, and Eden Prairie. We currently offer express bus service to and from Downtown Minneapolis, the University of Minnesota, and Normandale Community College as well as daily on-demand micro-transit service in our core service area as well as adjacent cities in Carver, Scott, and Hennepin counties. In addition to our regular services, we also offer seasonal services including the Minnesota State Fair, Twins Express, Vikings Express, Gophers Express, select concerts, and more. The Executive Assistant will provide assistance to the Chief Executive Officer and the management team in addition, this person will assist with the administrative functions of our office. Responsibilities will include managing calendars; scheduling travel; preparing presentations and reports; and overseeing office operations. The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to thrive in a fast-paced environment. Irregular hours may be required (i.e., taking Commission meeting minutes at the monthly meetings). Essential Duties & Responsibilities – Provide assistance to the CEO, including managing their calendar, scheduling travel, and preparing presentations and reports. – Assist in the day-to-day administrative activities of the office, including greeting guests, handling incoming and outgoing mail, kitchen and break room area, and maintaining the professional appearance of the office. – Implement and maintain efficient office procedures, ensuring compliance with company policies and standards. – Monitor and maintain office supplies and equipment. Monitor inventory levels and place orders for necessary office supplies and equipment, ensuring cost-effectiveness and timely delivery. – Coordinate with vendors and suppliers to resolve any issues related to the procurement and maintenance of office equipment. – Plan and implement team activities and in-office events. – Provide administrative support to the leadership team, including calendar management, travel arrangements, and meeting coordination. – Prepare reports, presentations, and other documents as requested by management. – Assist in the preparation and distribution of internal communications. – Assist in the recruitment and onboarding process for new employees, including coordinating interviews and new hire orientation. – Takes notes during commission meetings and other required meetings. – Provide general support and assistance to the management team as needed. – Other duties as assigned Applications may be reviewed as they are submitted.