Executive Assistant

3M

(Saint Paul, Minnesota)
Full Time
Job Posting Details
About 3M
3M is science applied to life. At 3M, we are in your cell phone. We are in your car. We are at your doctor’s office. You are never more than 10 feet from a 3M product. 3M helps make it possible for many other companies to do what they do.
Summary
3M is seeking an Executive Assistant for the 3M Business Development Group, Integration Management Office located in Maplewood, MN. Ready to be part of what's next? The person hired for the position of Executive Assistant will be responsible for supporting operations by handling a wide variety of administrative duties for two Directors in Corporate Business Development. This person will apply highly administrative and coordination skills to complete activities and will act independently on standard procedures and handle non-routine situations through interpretation of office guidelines and administrative practices. Will propose and implement solutions to administrative concerns and be extremely proactive and able to anticipate needs of leadership and department customers. Will provide regular guidance and instruction on work procedures and policy to support personnel. Must have strong familiarity with multiple software packages and applications and will seek supervision as needed for direction and approvals.
Responsibilities
- Prepare all written materials including correspondence, visual presentation materials, distributing copies and attachments in an accurate and timely manner. - Independently composes correspondence of varying complexity requiring detailed knowledge of departmental business, specialized vocabulary, and/or technical terminology. Distributes correspondence and materials as needed for meetings and presentations. - Schedules appointments for directors and other principals, briefing on items for consolidation. - Coordinates on and off site meetings, presentations, and conferences, includes travel as needed, developing agenda, taking meeting notes, and processing summary of proceedings. - Travel management for the directors, department personnel including travel visas, logistics and accounting. - Screening any incoming correspondence and use judgment to route new information or to alert principal to necessary immediate action. - Performs administrative details such as database management, tracking and monitoring budgets and resolving discrepancies, monitoring disbursements, preparing periodic reports, screening telephone calls, processing paper mail, and procuring supplies and/or services to ensure normal flow of office activities - Identify issues, establish priorities, and respond to support needs. - Acts independently to administer and communicate corporate policies and procedures, handling uncommon situations through interpretations of office guidelines and administrative practices. - Effectively utilizes network of appropriate contacts to resolve problems and facilitate appropriate decisions such as those regarding reorganizations, divestitures and litigation. - Responsible for communication between management and their direct reports on critical issues impacting daily business operations, communicating requests and instructions when necessary. - Serves as resource person, providing interpretation and individual application for standard departmental/divisional policies, procedures, guidelines, and practices, influencing adherence to and enforcement of policies. - Suggests and implements improvements to office and departmental procedures, methods and quality goals. - Maintains highly sensitive and confidential information. - Assumes leadership for, and trains, newly hired support staff. - Administers division/corporate programs and initiates/coordinates related meetings, implements action steps, reports progress, and conducts follow-up as needed.
Ideal Candidate
- Minimum of a high school diploma/GED or higher - Minimum of five (5) years of experience in an administrative/clerical role **Preferred Qualifications:** - Advanced proficiency in Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, PeopleSoft, SharePoint - Interpersonal skills with the ability to interact professionally with all levels of the organization - Display high degree of resourcefulness and effectively work with tight deadlines - Demonstrated ability to collaborate with other assistants, businesses and teams - Highly developed written, verbal communication skills and team/basic leadership skills

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