Minneapolis City of Lakes Chapter of
International Association of Administrative Professionals
   
 
 
 

Administrative Project Coordinator

July 15, 2008

Law firm opportunity
Location: Downtown
Salary: $45K
Benefits: Cafeteria plan, medical, short/long term disability, 50K of basic life insurance, option for dental/vision insurance, metro pass (partial pay), 401(K), discretionary profit sharing/match program, 3 wks PTO plus 8 personal days, discretionary year-end bonuses
Hours: 37 1/2 hr work week - either 8:30-5 or 8-4:30 (some flexibility on this)
Contact: Michelle Davis, Recruiter with Administrative Answers by email at mdavis@popp.net or phone 952-835-6114.

We are a distinctive downtown law firm with an innovative, team-based approach to the practice of law. If you seek a professional atmosphere with a culture that emphasizes creativity and teamwork and a competitive salary and benefits package, our Firm is for you.

We seek an Administrative Project Coordinator to provide general clerical, project and event coordination, and scheduling assistance to the Chief Operating Officer, Director of Marketing and Business Development and other Administrative departments as needed. This individual will also perform general marketing tasks including coordination of collateral pieces, firm photos and ticket programs. This position requires strong administrative and organizational skills, excellent oral and written communication, superb customer service skills, proficiency with the Microsoft Office Suite (Desktop Publisher and Access experience a plus), High School Diploma, GED or equivalent and 2-3 years of Administrative or related experience. We seek a detail oriented, flexible individual with initiative who enjoys multi-tasking.

Administrative Assistant - CAS

June 28, 2008

Company: RBC Wealth Management
Location: 60 South 6th Street, Minneapolis, MN 55402
Salary: Depends upon experience
Contact: please apply online at www.rbc.com/careers , position # 92480

Function
The Administrative Assistant will assume primary responsibility and accountability for providing effective and efficient support services to the RBC Correspondent and Advisor Services (CAS) Chief Operating Officer and the Director of Managed Products, and their respective departments.

Responsibilities

  • Gathers information and provides support for the production presentation-quality reports and graphics to be published and for live presentations.
  • Prepares and distributes letters, memos, information packets, and faxes.
  • Makes copies and distributes as requested.
  • Creates and maintains orderly filing system for the departments including correspondent clearing contracts and advisory services contracts.
  • Maintains mailing lists for report distribution and prepares mailings.
  • Maintains effective conference room schedules, and coordinates meeting schedules for department personnel. Coordinate beverages and meals as necessary.
  • Answers incoming telephone calls for the Chief Operating Officer and the Managed Accounts Director.
  • Completes miscellaneous word processing.
  • Oversees office supplies inventory for departments including fax and printer supplies.
  • Responsible for preparing and processing the receipt and distribution of clearing contracts.
  • Provide assistance with the planning and administration of Operating Committee meetings.
  • Assist with travel arrangements and organization of materials required for trips (copies, handouts, technology, etc.).
  • Monitor inventory of marketing materials and re-orders if needed.
  • Transcribe dictation of memos, letters, voice mail messages, presentations, and other as needed.
  • Performs other related projects as assigned.

    Major Challenges
  • Supporting multiple departments.
  • Ability to work in a fast-paced team environment.

    Responsibility for Work of Others
    Occasional supervisory duties related to part-time or temporary employees and interns.

    Knowledge / Experience Required
  • Minimum 2 years of administrative experience.
  • Experience with Microsoft Word, PowerPoint, Excel, electronic mail and calendars.
  • Strong ability to learn new programs.
  • Typing speed of 55 wpm with a high level of accuracy.
  • Strong written and oral communication ability (including spelling and grammar).
  • Self-starter, with ability to complete tasks with minimal supervision.
  • Demonstrated organizational skills.
  • Strong interpersonal skills: able to deal effectively with others in a pleasant, professional manner.
  • Demonstrated ability to work effectively under pressure and meet prescribed deadlines with accuracy and efficiency.
  • Able to handle confidential matters with discretion and good judgment.
  • Must be eligible to work in the US without requiring sponsorship.

    Knowledge / Experience Preferred
  • Experience with Access or other databases

    • Administrative Assistant

    June 27, 2008

    Company: RSM McGladrey, www.rsmmcgladrey.com
    Location: 8th & Nicollet, Downtown Minneapolis Salary: We offer a competitive compensation/benefits package, including medical, dental, vision, three weeks paid time off for these positions, matching 401(k), summer hours and a challenging, professional work environment. Contact: To apply, please send your resume to jeanne.lohman@rsmi.com. We are an equal opportunity employer.

    Where can you find a challenging career where you’ll receive the visibility you deserve and space for personal growth? At RSM McGladrey Inc. RSM McGladrey Inc is the fifth largest tax, accounting, and business consulting organization in the world. RSM McGladrey provides business and consulting services, and offers industry and business-specific advice and planning strategies to help companies on the move succeed. When clients need a complete, unbiased assessment of issues affecting the growth of their companies, they can depend on the financially focused business services of RSM McGladrey to outline the problems and propose practical, local, national or international solutions. RSM McGladrey Inc. has an immediate opening for an Administrative Assistant located in Minneapolis, Minnesota. If you see yourself as part of a growing organization where you’ll work directly with corporate leaders and achieve your personal goals, then a career with us could be a perfect fit.

    Responsibilities
    In this position, you will be responsible for support in the consulting practice of RSM McGladrey. This is an opportunity to work with a dynamic group of motivated professionals at various levels. This is an excellent opportunity to showcase your administrative and customer service skills.

    Provide administrative support to the Consulting practice including:

  • Word processing, faxing, copying, scanning, filing, handling incoming and outgoing mail, editing composing correspondence of a general nature
  • Prepare Consulting proposals in Word and Power Point Presentations in draft and final form
  • Calendar management and e-mail/voice mail management as required for team members
  • Make travel arrangements (air, hotel and car)
  • Schedule meetings and make appropriate site arrangements and equipment set up
  • Take meeting minutes as required, draft or transcribe minutes for distribution
  • RTE/IPM - assist team members with time and expense reports
  • Responsible for handling sensitive, confidential and proprietary information
  • Assist clients by responding to questions when necessary or direct them to appropriate individuals
  • Process invoices for payment
  • Stays current on functional issues within area of expertise and understands how they affect the Firm
  • Takes initiative in performing job responsibilities and makes suggestions for quality improvements
  • Consistently seeks out additional responsibilities
  • Back up other Administrative Assistants and fill in for them as necessary
  • Other duties as assigned

    Qualifications
  • 3+ years of administrative experience
  • Strong knowledge of Microsoft products — Outlook, Word, Excel, PowerPoint
  • Knowledge of Visio and Access helpful
  • Excellent organization, telephone and customer service skills
  • Excellent verbal and written communication skills (spelling, grammar, sentence structure and punctuation)
  • Ability to demonstrate careful attention to detail
  • Ability to represent the Firm professionally with clients over the phone
  • Ability to handle multiple tasks, last minute requests and to shift priorities as needed
  • Ability to handle stressful situations
  • Understanding the need to operate with a sense of urgency when required
  • Ability to work independently as well as part of a team
  • Flexible and change adaptive demeanor
  • Ability to use good judgment
  • Prior administrative experience in a professional services organization or fast paced environment is preferred

    • Executive Assistant

    June 16, 2008

    Location: Minnetonka/Eden Prairie area
    Salary: Temporary pay range: $25.00 - $30.00/hour based on experience. Company's hiring range is $55,000-$65,000 on full-time basis.
    Contact: Kami, OfficeTeam at 952-831-6020 or kami.schneiderman@rhi.com

    Temporary High Level Executive Assistant position (best suited for candidate who does not need to give notice and who is looking for temporary work with possibility of hire). Client wants to start the candidate before the last week in June to allow for cross training with outgoing EA.

    Responsibilities
    Candidate will provide support to the CEO and other members of the Senior leadership team (approx 5-6 individuals). All individuals will require varying levels of administrative support. This position will require candidate to be accessible on a Blackberry outside of standard work hours and candidate must have the ability to work overtime as needed.

    Will be focused daily to manage the CEO's schedule and calendar, coordinate meetings/conference calls/appointments, schedule travel and all related logistics including submitting expenses, organize outside activities with multiple participants in a fast paced environment. Prepare correspondence, presentations and reports. Coordinate special events including board meetings, investor meetings, and other strategic meetings. Respond on behalf of the executive team on investor requests and maintain investor database. May also assist with personal tasks assigned by the CEO and executive team.

    Qualifications
    Must have at least 5+ years of prior Executive Assistant experience supporting CEO and other C level contacts. Must have ability to work independently and exercise independent judgment and ability to escalate urgent matters to the appropriate contact. Must have ability to manage support of multiple individuals with varying levels of administrative support requirements. Must be able to juggle multiple tasks in a fast paced environment with calm and ease. Position also requires excellent oral and written communications skills and the ability to organize and manage time effectively. Must be proficient in Word, Excel, PowerPoint and Outlook.

    Executive Assistant to President & CEO

    June 16, 2008

    Company: American Medical Systems
    Location: Minnetonka, Minnesota
    Salary: TBD
    Contact: Michelle Murphy, American Medical Systems, at 952-930-6494 or Michelle.Murphy@AmericanMedicalSystems.com

    Under minimal supervision, the Executive Assistant manages and coordinates a broad range of administrative and executive support needs for the company President/CEO. Demonstrating professionalism, judgment, discretion, and effective communications pertaining to company matters this individual must be proactive in anticipating and prioritizing the business needs of the President/CEO. The overall objective of this position is an efficiently run executive office through time management, productivity and initiative. This position is responsible for practicing Quality System Manual procedures and complying with its requirements, and carrying out responsibilities as outlined in safety, health and environmental policies. Quality System Procedures (QSPs) that apply to all positions are noted in the AMS Employee Handbook.

    Responsibilities

  • Works closely with the President/CEO providing administrative support. Working relationships also include the Operating Team as well as their support personnel and direct reports.
  • Keys and edits regular and confidential correspondence, presentations, reports, speeches and performance reviews, utilizing advanced word processing, graphics and presentation software knowledge.
  • Manages and maintains calendar scheduling for the President/CEO. Requires close monitoring, frequent updating, good judgment, and strong decision-making skills. Must have comprehensive knowledge of organization to determine appropriate prioritization of meeting requests.
  • Screens incoming telephone calls and responds to/routes inquiries of a business nature to the appropriate individuals.
  • Opens, reads, sorts and prioritizes incoming mail for President/CEO highlighting pertinent information/action items for timely perusal.
  • Acts as liaison for ongoing communication, both oral and written, with individual members of the Board of Directors.
  • Assists CEO with Board of Directors activities, meeting agendas, mailings, investor relation activities, press releases, etc.
  • Coordinates travel arrangements and provides detailed itineraries including flights, hotels, telephone and fax numbers, and meeting arrangements.
  • Coordinates executive meetings, both on and off-site.
  • Maintains a follow-up system for timely retrieval of necessary correspondence or documentation.
  • Maintains a filing system for timely retrieval of documentation including individual day files.
  • On an ongoing basis, corresponds regularly with all members of the Board of Directors, investment bankers, the company’s legal counsel and physicians.

    Qualifications
    Education - High school diploma required; vocational business administration or college degree preferred; appropriate experience may be substituted.
    Experience - Eight to ten years of previous office, administrative, and secretarial experience; three to five years private assistant to department head or executive level; previous experience dealing with confidential material, proprietary information, and top management. Understanding and working knowledge of personal computers and various software packages. Skills –
  • Excellent keyboarding/word processing skills; written and oral communication skills; strong human relations skills in dealing with all levels of employees and outside contacts.
  • Demonstrated ability to work with confidential/proprietary company information
  • Dependable, flexible and adaptable to varied work assignments
  • Good organizational skills
  • Resourceful and capable of working well under pressure while producing consistent, accurate and timely results

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