Administrative Coordinator

We are seeking a proactive, highly organized Administrative Coordinator to provide comprehensive administrative support across the MN/WI Area. This role serves as a key resource for Area leadership, business groups, and employees by coordinating meetings and events, managing communications and SharePoint content, supporting operational processes, and delivering exceptional administrative service across multiple office locations. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, effectively manages multiple priorities, and takes a collaborative, customer-focused approach to supporting the success of the MN/WI Area and its teams.

This is a full-time position based on site in our St. Louis Park, MN office.

Responsibilities

• Lead coordination and organization of in-house, client, and Area-Wide meetings and events, including ordering food and beverages and coordinating logistics for meeting and event organizers

• Coordinate and support Area employee engagement activities, including All Staff meetings, recognition events, retirement celebrations, leadership visits, and other special events.

• Assist the Area Administrative Manager, Area Manager and Human Resources with executive administrative support, leadership meeting and event coordination and support, preparation of operating plans, reports, presentations, and other materials as requested

• Coordinate and develop departmental administrative policies and procedures

• Serve as the primary area timecard administrator, assisting employees with the submission, approval and administration of timecards

• Produce and distribute communications through email, SharePoint, presentations, and other Area initiatives

• Develop, format, and edit letters, memos, reports, organizational charts, labels, and other business documents as requested

• Utilize Adobe InDesign and other design tools to create and update branded communication materials, event signage, and wayfinding resources.

• Provide administrative support to all business groups and offices throughout the MN/WI Area as needed

• Coordinate business card requests and orders in accordance with company branding standards

• Manage and maintain the food management system and support process improvements related to meeting and event coordination.

• Assist and coordinate with other administrative staff to complete required support activities

• Serve as a back up to the primary receptionist; answer and direct phone calls, deliver messages, and greet employees and visitors

• Provide guidance to employees as necessary

• Perform other duties as needed

Preferred qualifications

• Associate's degree in Business Administration, Communications, Marketing, or a related field

• 3 or more years of administrative, office coordination, or executive support experience in a professional environment.

• Must be available during core business hours, Monday through Friday.

• Preference given to local candidates.

• Experience supporting multiple teams, departments, or office locations.

• Experience coordinating meetings, events, and employee engagement activities.

• Experience with SharePoint content management and administration.

• Proficiency with Microsoft Office Suite, including advanced PowerPoint skills.

• Experience with workflow and project management tools such as Asana, Smartsheet, or similar platforms.

• Experience with Adobe InDesign or other graphic design software preferred.

• Strong organizational and project coordination skills.

• Strong attention to detail and ability to manage multiple priorities simultaneously.

• Excellent verbal and written communication skills.

• Ability to take direction from multiple levels of professional staff.

• Ability to work independently while maintaining a high level of customer service and professionalism.

• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.