Executive/Personal Assistant
Executive/Personal Assistant
Full Job Description
Organizational Description
Family owned and controlled for over 70 years, we are guided by a generational perspective. We bring a unique combination of strengths to businesses that today includes commercial real estate development and investment services through United Properties and Northmarq; sports and entertainment such as the Minnesota Twins Major League Baseball Club and River Road Entertainment; industrial automation systems provided by PAR; and forward-thinking capital managed by Pohlad Investment Management. We are rooted in a proud legacy of strong values, sustained growth, and purposeful long-term thinking. Foremost among those founding values is sharing the success of our business pursuits and strengthening the communities we call home. Since 1993, the Pohlad Family Foundation has distributed more than $238 million to non-profit organizations where we live and work.
Position Purpose
This position is responsible for providing executive support and assistance to multiple family members, including travel arrangements, organizing meetings and calendar management, and personal projects. This position requires strong interpersonal skills to interact with family members, executives and staff; a strong professional image; and the ability to maintain strict confidentiality.
Key Accountabilities
* Email, Calendar, Meeting and Communication Management
* Work with family members to balance work and personal schedules
* Plan and coordinate meetings and conferences
* Manage calls, emails and meeting requests
* Sort and distribute mail
* Travel Planning and Management
* Anticipate and manage all aspects of commercial and private air transportation, hotel, and ground transportation for both business and personal travel
* Provide itinerary and other travel documents
* Arrange dinner and other reservations
* File and Document Management
* Manage databases and compile information/lists
* Coordinate document execution
* Additional Business Support
* Collaborate with other family Executive Assistants on meetings, events, and travel
* Partner with accounting to pay invoices
* Liaise with property managers
* Liaise with Minnesota Twins and MLB
* Communicate with various vendors, seek appropriate approval and ensure invoices are paid
* Manage art storage room in partnership with the manager of office services
* Manage the family's season tickets for various sports including annual renewals, post-season tickets, allocation between operating businesses and distribution of individual tickets
* Coordinate and manage annual Twins swag sale at Pohlad office
* Troubleshoot and liaise with information technology staff to resolve technology issues
* Company event planning
* Organize business annual holiday lists and assist with cards and gifts
* Flexibility to work beyond normal working hours, as needed
* Additional Family/Personal Support
* Liaise with art galleries and coordinate shipping and delivery of artwork
* Manage personal vehicle collection including shipping and storage
* Personal event planning
* Organize personal annual holiday lists and assist with cards and gifts
* Liaise with household employees
* Other
* Special projects, as requested
Education and Experience
* Bachelor's degree and/or equivalent work experience
* 7+ years' experience in similar role
* Travel planning experience required
Required Knowledge, Skills & Abilities
* Must possess superb professionalism and communication skills
* Strong interpersonal skills to interact with all levels of the organization and build strong relationships
* Calm and solution-oriented
* Ability to anticipate needs and address issues proactively
* Strong work ethic and team player
* Patience and ability to juggle priorities
* Good problem-solving skills
* Must maintain strict confidentiality
* Demonstrated ability to manage multiple tasks and track and meet deadlines
* Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook
* Flexibility to respond 24/7, as necessary.
Work Environment
While performing the duties of this job, the employee will work primarily in an office environment. The noise level in the work environment is usually moderate.
Physical Demands
While performing the duties of this job, the employee may be prone to sitting for lengthy periods of time. The employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit; use hands to handle or feel; and reach with hands and arms. Occasionally required to hear objects, tools, or controls. Specific vision abilities required by the job include close vision. Lifting requirements may be required to lift and/or move up to 40 lbs.
Education and Experience
* Bachelor's degree and/or equivalent work experience
* 7+ years' experience in similar role
* Travel planning experience required
Required Knowledge, Skills & Abilities
* Must possess superb professionalism and communication skills
* Strong interpersonal skills to interact with all levels of the organization and build strong relationships
* Calm and solution-oriented
* Ability to anticipate needs and address issues proactively
* Strong work ethic and team player
* Patience and ability to juggle priorities
* Good problem-solving skills
* Must maintain strict confidentiality
* Demonstrated ability to manage multiple tasks and track and meet deadlines
* Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook
* Flexibility to respond 24/7, as necessary.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Family owned and controlled for over 70 years, we are guided by a generational perspective. We bring a unique combination of strengths to businesses that today includes commercial real estate development and investment services through United Properties and Northmarq; sports and entertainment such as the Minnesota Twins Major League Baseball Club and River Road Entertainment; industrial automation systems provided by PAR; and forward-thinking capital managed by Pohlad Investment Management. We are rooted in a proud legacy of strong values, sustained growth, and purposeful long-term thinking. Foremost among those founding values is sharing the success of our business pursuits and strengthening the communities we call home. Since 1993, the Pohlad Family Foundation has distributed more than $238 million to non-profit organizations where we live and work.
Position Purpose
This position is responsible for providing executive support and assistance to multiple family members, including travel arrangements, organizing meetings and calendar management, and personal projects. This position requires strong interpersonal skills to interact with family members, executives and staff; a strong professional image; and the ability to maintain strict confidentiality.
Key Accountabilities
* Email, Calendar, Meeting and Communication Management
* Work with family members to balance work and personal schedules
* Plan and coordinate meetings and conferences
* Manage calls, emails and meeting requests
* Sort and distribute mail
* Travel Planning and Management
* Anticipate and manage all aspects of commercial and private air transportation, hotel, and ground transportation for both business and personal travel
* Provide itinerary and other travel documents
* Arrange dinner and other reservations
* File and Document Management
* Manage databases and compile information/lists
* Coordinate document execution
* Additional Business Support
* Collaborate with other family Executive Assistants on meetings, events, and travel
* Partner with accounting to pay invoices
* Liaise with property managers
* Liaise with Minnesota Twins and MLB
* Communicate with various vendors, seek appropriate approval and ensure invoices are paid
* Manage art storage room in partnership with the manager of office services
* Manage the family's season tickets for various sports including annual renewals, post-season tickets, allocation between operating businesses and distribution of individual tickets
* Coordinate and manage annual Twins swag sale at Pohlad office
* Troubleshoot and liaise with information technology staff to resolve technology issues
* Company event planning
* Organize business annual holiday lists and assist with cards and gifts
* Flexibility to work beyond normal working hours, as needed
* Additional Family/Personal Support
* Liaise with art galleries and coordinate shipping and delivery of artwork
* Manage personal vehicle collection including shipping and storage
* Personal event planning
* Organize personal annual holiday lists and assist with cards and gifts
* Liaise with household employees
* Other
* Special projects, as requested
Education and Experience
* Bachelor's degree and/or equivalent work experience
* 7+ years' experience in similar role
* Travel planning experience required
Required Knowledge, Skills & Abilities
* Must possess superb professionalism and communication skills
* Strong interpersonal skills to interact with all levels of the organization and build strong relationships
* Calm and solution-oriented
* Ability to anticipate needs and address issues proactively
* Strong work ethic and team player
* Patience and ability to juggle priorities
* Good problem-solving skills
* Must maintain strict confidentiality
* Demonstrated ability to manage multiple tasks and track and meet deadlines
* Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook
* Flexibility to respond 24/7, as necessary.
Work Environment
While performing the duties of this job, the employee will work primarily in an office environment. The noise level in the work environment is usually moderate.
Physical Demands
While performing the duties of this job, the employee may be prone to sitting for lengthy periods of time. The employee is regularly required to talk or hear. The employee is frequently required to stand, walk, sit; use hands to handle or feel; and reach with hands and arms. Occasionally required to hear objects, tools, or controls. Specific vision abilities required by the job include close vision. Lifting requirements may be required to lift and/or move up to 40 lbs.
Education and Experience
* Bachelor's degree and/or equivalent work experience
* 7+ years' experience in similar role
* Travel planning experience required
Required Knowledge, Skills & Abilities
* Must possess superb professionalism and communication skills
* Strong interpersonal skills to interact with all levels of the organization and build strong relationships
* Calm and solution-oriented
* Ability to anticipate needs and address issues proactively
* Strong work ethic and team player
* Patience and ability to juggle priorities
* Good problem-solving skills
* Must maintain strict confidentiality
* Demonstrated ability to manage multiple tasks and track and meet deadlines
* Demonstrated proficiency in Microsoft Word, PowerPoint, Excel, Outlook
* Flexibility to respond 24/7, as necessary.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Job Information
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