Executive Assistant/ Office Manager at TailWind… · Minnetonka

Are you the person who sees what needs to be done and does it before anyone asks? TailWind Voice & Data is looking for an Executive Assistant / Office Manager to be the right hand to our owners and leadership team. You’ll be the go-to person who keeps our office running and takes tasks off leaders’ plates so they can focus on what matters most.

In this high-trust role, you’ll manage leadership calendars, prepare accurate reports that help us make decisions, prepare documents and route them for signature with ease, coordinate onboarding so new hires feel ready on day one, and keep the office running day to day. You’ll take initiative, work independently, communicate clearly, prioritize effectively and lean in to help colleagues across sales, finance, operations, legal and HR.

If you’re organized, detail-oriented, discreet and proactive with tasks and communication, love working in a fast paced, client focused environment, and you like being the one who keeps everything moving, we’d love to meet you.

This position is onsite in Minnetonka, MN- Only local candidates will be considered.

About the Role

The role of the Executive Assistant / Office Manager (“EA”) at TailWind is dynamic and high-trust. The EA serves as a key partner to TailWind’s owners and leadership team, managing executive priorities, preparing reports and keeping leadership organized, and informed. The EA also oversees day-to-day office operations and supports the sales, legal, finance, operations, vendor management, and human resources departments.

The responsibilities of the EA include executive and leadership support, reporting and data management, calendar and priority management, new hire onboarding coordination, document and presentation preparation, office management, meeting and event coordination, travel and expense coordination, communication support, and confidentiality.

The EA acts as a point of contact between leadership, departments, clients, and vendors; therefore, professionalism, discretion, attention to detail, sound business judgment, and strong communication and organizational skills are critical to success. The ideal EA takes initiative, is proactive and self-sufficient, anticipates needs before being asked, and readily leans in to help others across the organization.

What You’ll Do

• Executive & Leadership Support: Serving as the primary point of support for TailWind’s owners and leadership team; anticipating needs and proactively managing priorities; tracking action items, deadlines, and deliverables and following up to ensure completion; handling confidential and sensitive matters with discretion; and acting on leadership’s behalf as directed.
• Reporting & Data Management: Compiling, preparing, and distributing recurring and ad hoc reports for leadership, including operational, financial, and sales, gathering and reconciling data from company systems and departments; maintaining accurate and confidential records in company systems; and summarizing key findings to support decision-making.
• Calendar & Priority Management: Assisting owners’ and leadership calendars; scheduling, sending reminders; preparing agendas, meeting materials; and capturing meeting notes and action items for follow-up.
• Document & Presentation Preparation: Drafting and editing correspondence, reports, RFP responses, leadership presentations, and other documents; proofreading for grammar, formatting, and accuracy; working with TailWind legal to prepare forms and templates; and building spreadsheets and presentations, as needed.
• Office Management: Overseeing day-to-day office operations; monitoring office supply inventories and reordering; managing supplier relationships and vetting new products and vendors; liaising with property management to ensure equipment and facilities function properly; and serving as the primary point of contact for all office inquiries.
• New Hire Onboarding Coordination: Coordinating new hire training schedules across departments and with trainers; preparing and assembling new hire packets, forms, and onboarding materials; scheduling orientation and first-week meetings; confirming workspace, equipment, and system logins and passwords are ready before the new hire’s start date; and tracking completion of onboarding tasks and required paperwork.
• Meeting & Event Coordination: Coordinating leadership meetings, trainings, and internal events with TailWind’s employees, clients, and vendors; assisting with planning and coordinating TailWind’s participation in conferences; and planning and executing employee, client, and vendor appreciation events.
• Travel & Expense Coordination: Booking travel arrangements for leadership and staff; preparing itineraries; and processing and reconciling expense reports and reimbursements.
• Communication Support: Acting as a point of contact between leadership, departments, clients, and other stakeholders; drafting internal communications and announcements on behalf of leadership; directing calls, managing mail, and greeting visitors; and responding to routine inquiries and requests for information.
• Other Duties as Assigned: Additional responsibilities may be assigned to support leadership and the organization as business needs evolve.

What You Bring

• 5+ years of administrative experience, including 3+ years supporting owners or executive leadership.
• Experience preparing, maintaining, and presenting reports for leadership; strong Excel skills (formulas, pivot tables, charts).
• Office management experience, including vendor and supply management and liaising with property management for facilities needs.
• Proficiency in Adobe, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology; accurate data entry and typing (50+ WPM); experience with HRIS, CRM, or accounting systems a plus.
• Meeting coordination experience, including preparing agendas, taking meeting notes, tracking action items, and setting up logistics.
• Experience planning and executing events and coordinating new hire onboarding.
• Proven track record of taking initiative and working self-sufficiently ,acting without being asked, stepping in to support colleagues across departments, managing competing priorities, and handling confidential information with discretion.

Key Competencies

• Organization & Time Management
• Attention to Detail / Thorough
• Strong Written & Verbal Communication
• Discretion & Confidentiality
• Takes Initiative / Proactive
• Sound Judgment & Business Acumen
• Analytical & Reporting Skills
• Customer Service Oriented
• Leans In to Help Others
• Flexibility & Adaptability
• Self-Sufficient / Independent
• Positive Attitude

TailWind offers competitive pay based on experience. $54K to $63K.

TailWind benefits include Medical, Dental, Vision, Base life insurance, Voluntary life insurance, Short term disability, Long term disability, Other supplemental benefits, including Healthiest You!. TailWind offers a 401K match, accrued PTO, paid holidays, floating holidays and birthday PTO.