• Executive Assistant

    Job Locations US-MN-Minneapolis
    # of Openings
    General and Administrative
    Regular Full-Time
  • Summary

    Executive Assistant     




    PlanSource is a high-growth software company headquartered in Orlando, Florida with offices in Minneapolis, Salt Lake City, Grand Rapids and Charleston, SC.  We are looking for an energetic and proactive service focused professional to join our Minneapolis team as an Executive Assistant to provide administrative and clerical support to the executive staff.  In this fast-paced and collaborative environment you will own the various duties related to executive support and daily office administration for our Minneapolis office, ensuring a positive and professional experience for all.


    About the Executive Assistant Position

    No two days as the Executive Assistant will be the same.  You will bring your enthusiasm and creativity to this essential function.


    • Provide sophisticated calendar management; prioritize inquiries and requests while troubleshooting conflicts with little guidance; make independent judgments and recommendations to ensure smooth day-to-day engagements. Work in a professional and focused manner to schedule internal and external meetings. Keep executive apprised of last-minute requests and changes.
    • Provide complex travel arrangements, including air travel, car service and hotel accommodations; become familiar with the specific, detailed needs and preferences of executives; create consistent travel itinerary for reference and be available during travel times to quickly address any last-minute changes, updates or cancellations.
    • Manage correspondence, incoming calls, and prioritize phone messages, emails and mail; handle all calls and visitors with grace, sophistication and professionalism, ensuring a professional, responsive and effective experience for customers, key relationship partners and internal stakeholders.
    • Prepare for meetings including location, scheduling teleconference services, printing materials, and ordering meals (if required).
    • Accurately track and report expenses by managing credit cards and receipts. Process and submit receipts accurately and on schedule.
    • Act as a personal assistant to the executive, primarily tasks will be related to the company
    • Support as needed the preparation and distribution of weekly, monthly, quarterly reports and data tracking. Ensure materials are prepared and distributed prior to meetings.
    • Work independently and within a team as a project manager for special projects, at the request of the executive staff. May include: planning and coordinating multiple presentations, disseminating information, and organizing events, and assisting with special tasks.
    • Manage general correspondences, memos, charts, tables, graphs, agendas, etc.
    • Develop and maintain productive working relationships with other Executive Assistants.
    • Independently complete office administration duties including office supply management, ensuring food and beverage is ordered and stocked for meetings, and maintain relationships with building vendors and property managers.
    • Order office supplies and manage stock control based on office needs. Coordinate office snacks, wellbeing activities and other teambuilding activities for employees in the Minneapolis office.
    • Facility maintenance, making proper requests for general maintenance and act as liaison between building vendors such as janitorial services and property managers.
    • Distribute and manage incoming mail and sign for package deliveries.
    • Maintain guest security badges for the local office. Coordinate process of office and cubicle moves as well as any build-out of the office spaces.
    • Assist in coordinating company functions; order food for meetings and events, schedule events, etc.
    • Document Management scan and organize employee file information into electronic system, create and update materials as needed.
    • Assist in gathering and tracking required employee paperwork during on-boarding and off-boarding.
    • Greet all visitors, escorting to meeting room location.
    • Additional duties as may be deemed necessary by management.
    • Complete job-related training courses and/or seminars, as may be required for the job and/or assigned by Manager. 

    About You

    About You


    As the Executive Assistant, you will thrive on juggling multiple projects at once and be able to deliver quality results.  You will be flexible to adjust to multiple demands, shifting priorities and demonstrate flexibility in a changing and dynamic environment. You will display exceptional customer service and be able to work independently and as a team member.  You will bring your creativity to this fun work environment.


    In addition, your qualifications/skills include:


    • AA degree, Four Year College degree preferred.
    • 5 years of experience or training; or equivalent combination of education and experience providing support to executive-level leadership.
    • Must demonstrate above-average initiative, proactiveness, self-reliance and autonomy, with the judgment to know when to take the lead, when to involve others, and how to set priorities of the work functions assigned.
    • Ability to establish and maintain effective and collaborative relationships with all key functional areas.
    • Ability to maintain the highest level of professionalism with the skills to handle sensitive and confidential situations is required.
    • Proficiency with Microsoft Office Suite.
    • Must be able to work outside of normal work hours as needed*
    • Excellent editing / writing skills (spelling, grammar, etc,).
    • Familiarity with Visio (flow chart and org chart software).

    What We Offer

    • Great compensation package, including a full suite of benefits.
    • The chance to work for a fast-growing, established tech company, and work side-by-side with a dynamic team of talented professionals.
    • Fast-paced environment with big goals and the opportunity make a big impact.


    Top ten reasons to come to PlanSource:

    #10: The size is right. Join a well-funded, established tech company that’s growing fast but is still small enough for you to have a big impact.

    #9: We are on a roll. Be part of a winning team – More than 10,000 employers and 3.5 million consumers use the PlanSource Platform for benefits shopping, enrollment, billing and ongoing administration.

    #8: Success is rewarded.  With more than just a pat on the back, your success is recognized and rewarded. We take care of our employees in every way we can, with comprehensive benefits, cool perks, fun offices … and no-holds-barred Nerf wars.

    #7: You can grow and develop professionally. PlanSource has a great track record of internal promotions and also filling open positions within the company.

    #6: We give you the support you need. Different departments support you and provide you with the access and tools you need to succeed.

    #5: Our business model is strong. With a leveraged sales model, our network of partners helps the organization succeed.

    #4: Strong partnerships fuel your success. National partnerships with leading insurance carriers such as MetLife, Humana, Guardian and Unum provide a competitive advantage and added credibility.

    #3: The benefits industry is on fire. Legislation including the ACA has created an urgent and pervasive need in the marketplace for our technology.

    #2: PlanSource has the right product. Show off our sophisticated cloud-based technology that meets the needs of even the most complex benefit programs.

    #1: PlanSource is the right company. Join an up-and-coming high-growth technology company that is well funded and values its employees and their families.


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