Administrative Assistant

We are looking for an Administrative Assistant to support meeting operations, visitor coordination, and day-to-day office activities in Richfield, Minnesota. This Contract position is ideal for someone who can keep schedules, communications, and event details organized while delivering a high-quality experience for employees, guests, and external partners. The role combines administrative support, event execution, travel reporting, and front-office coordination in a well-organized workplace setting.

Responsibilities:

• Organize logistics for leadership, board, and company-wide meetings by coordinating space setup, audiovisual needs, food service, and related event details.

• Assist with large internal gatherings and district-wide events by managing attendee communications, registration activity, schedules, and participation records.

• Build and maintain event registration materials, including forms, agenda updates, confirmations, and attendee tracking information.

• Prepare recurring reports and dashboard updates to monitor participation, support planning decisions, and help attendees throughout each stage of an event.

• Oversee event-related coordination such as hotel room assignments, vendor communication, guest tracking, and follow-up activities after programs conclude.

• Provide on-site meeting and event support to help ensure activities run smoothly and issues are resolved quickly.

• Process monthly travel reporting for clients and external partner organizations with accuracy and attention to deadlines.

• Welcome scheduled visitors by coordinating access, preparing meeting areas, arranging signage and refreshments, and supporting a well-organized on-site experience.

• Handle incoming calls, support internal communications through intranet updates, coordinate meeting-related deliveries, and provide backup assistance for mail room operations when needed

• Prior experience in administrative support, office coordination, or a similar business support role.
• Demonstrated ability to manage meetings, events, or visitor-facing logistics with strong attention to detail.
• Comfortable handling inbound calls, greeting guests, and supporting reception-related responsibilities professionally.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and changing priorities.
• Experience with data entry, record maintenance, and preparing reports or tracking documents accurately.
• Proficiency in standard office tools and administrative processes, including scheduling, document handling, and written communication.
• Ability to work independently while collaborating effectively with internal teams, vendors, and external attendees.