Administrative Assistant

• Maintain student records in the learning management system, Pearson Online Classroom • Prepare and send requests for cumulative student records, transcripts, special education records, and other educational documents for newly enrolled students • Monitor outstanding requests and follow up with previous schools to ensure records are received in a timely manner • Process and fulfill requests for student records from other educational institutions, agencies, and authorized parties • Verify request validity, ensure compliance with FERPA and school policies, and provide accurate records within required timelines • Maintain confidentiality of student records in accordance with FERPA and school policies • Provide administrative support during peak operational periods, including withdrawals, state reporting, student records, enrollment, attendance, truancy, and reception coverage • Accurately enter student information in the Qmlativ Student Information System (SIS) • Answer incoming front desk phone calls during periods when the Receptionist is unavailable • Assist the Administrative Assistant team with special projects and initiatives • Other duties as assigned

Records Administrative Assistant I

• Respond promptly to customer inquiries and complaints fully and with a resolution
• Partner with other members of management to set up and maintain customer and vendor accounts
• Assist with the entire new hire process with dedicated Recruiter and Onboarding Team in HR
• Manage local A/P process by creating purchase orders, reviewing local A/P invoices, and communicating with local vendors and Corporate Accounting
• Manage local A/R process by ensuring all customers are invoiced timely and accurately
• Ensure adherence to all company policies, safety rules and regulations
• Complete daily, weekly and monthly operations reporting including payroll, production reporting, and shipping and receiving
• Perform general clerical duties including mail sorting and processing, answering phones, maintaining company bulletin boards, and dispatching drivers
• Order and maintain office supplies, personal protective equipment (PPE), and first aid inventory
• Facilitate operational requirements by scheduling and completing administrative projects as needed

Office Manager

• Manage executives’ calendars, schedule meetings, appointments, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Coordinate and manage executive communications, including taking calls, responding to emails, and interfacing with clients
• Organize and maintain files, records, and documentation (physical and digital)
• Facilitate smooth communication between the executive and internal departments or external partners
• Track and follow up on projects, action items, and deadlines
• Arrange logistics for meetings, events, and conferences
• Handle confidential documents ensuring they remain secure
• Prepare reports and briefings for meetings
• Assist with personal tasks and errands, when necessary

Executive Administrative Assistant

• Plan and coordinate customer visits, machine demonstrations, factory tours, training sessions, and partner meetings
• Develop detailed agendas and coordinate schedules with Sales, Engineering, Applications, Service, and Executive Leadership
• Serve as the primary host for visitors, ensuring a professional and welcoming experience
• Manage all meeting logistics, including room setup, catering, refreshments, travel recommendations, lodging, and visitor communications
• Support trade shows, customer events, and company meetings as needed
• Manage calendars and scheduling for the President and Executive Leadership Team
• Coordinate travel, itineraries, lodging, transportation, and expense reporting
• Prepare meeting materials, presentations, agendas, and supporting documentation
• Attend leadership meetings, capture notes, track action items, and ensure timely follow-up
• Draft and proofread correspondence, reports, and internal communications
• Handle sensitive and confidential information with professionalism and discretion
• Champion a customer-first mindset throughout the organization
• Identify and implement improvements to customer interactions, communication processes, and service delivery
• Gather feedback from customers and internal stakeholders and recommend process improvements
• Standardize and improve processes related to customer visits, communication, and coordination
• Develop and implement administrative procedures that improve efficiency and strengthen the customer experience
• Enter and maintain capital equipment sales orders within the ERP system (Infor XA, Salesforce)
• Verify pricing, configurations, shipping requirements, terms, and customer information
• Ensure capital equipment orders are entered accurately and released in a timely manner to support production schedules and customer commitments
• Partner with Sales, Engineering, Production, and Accounting to process orders accurately and efficiently
• Monitor order status and proactively communicate updates to internal teams and customers
• Maintain accurate and organized order records and documentation
• Prepare accurate and timely invoices for parts sales and service activities
• Reconcile sales orders, work orders, shipping documentation, and billing information
• Partner with Accounting to resolve billing discrepancies and support month-end activities
• Respond to customer billing inquiries professionally and promptly
• Manage incoming and outgoing mail, packages, and office communications
• Maintain office supplies, vendor relationships, and front-office organization

Office Manager – Executive Coordinator

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Assume responsibility for daily IP administrative workflows and tasks, ensuring seamless practice continuity
• Serve as a liaison between the PGL (Practice Group Leader) and the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs
• Work within internal processes to partner with other firm departments to help accomplish goals
• Represent the practice group to internal and external clients in a professional and polished manner at all times
• Take initiative to ensure that internal and external clients are served efficiently and effectively
• Handle all travel arrangements and resolve travel disruptions effectively
• Organize, manage, and maintain meeting and event invitations
• Schedule visiting offices and conference rooms and maintain records
• Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries, and ensure that all are handled appropriately and in a timely manner
• Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) in accordance with firm policies and specific client billing guidelines
• Prepare reports and compile data for inclusion in reports and presentations, perform research and prepare information for special projects as assigned
• Develop and maintain a system to track deadlines, projects, time commitments, and the completion of tasks
• Ensure that various administrative tasks are completed in an effective and efficient manner, including reviewing email, drafting correspondence, screening telephone calls, and maintaining executive and historical files
• Prioritize multiple projects simultaneously, anticipating the PGL's responsibilities, and following through on issues in a timely manner
• Perform advanced and confidential administrative duties that may require varying degrees of skill and familiarity with legal matters and firm policies and procedures
• Add value through understanding the work processes and resources, structure, and business of the firm and practice group

Patent Operations Administrative Assistant

• Maintain accurate student records in the Student Information System (SIS) Qmlativ.
• Reconcile data between the learning management system, Pearson Online Classroom, and Student Information System (SIS) Qmlativ.
• Perform audits to identify and resolve data discrepancies.
• Coordinate with the Enrollment, Attendance, Special Education, Counseling, and Leadership teams to gather and verify student information.
• Monitor student enrollment, withdrawal, attendance, demographic, residency, and course information to ensure compliance with state reporting requirements.
• Communicate with other school district MARSS Coordinators and school staff regarding student data and discrepancies.
• Track special programs such as English Learners (EL), PSEO, 504, and MKV, and input information accurately into the SIS.
• Support the Minnesota Transitions Charter School District MARSS Coordinator with annual MARSS reporting and other state-mandated data collections.
• Track reporting deadlines and ensure timely submission of required data.
• Maintain confidentiality of student records in accordance with FERPA and school policies.
• Provides administrative support during peak operational periods, including withdrawals, state reporting, student records, enrollment, attendance, truancy, and reception coverage.
• Answers incoming front desk phone calls during periods when the Receptionist is unavailable.
• Provides training and ongoing support for new staff members.
• Assists the Administrative Assistant team with special projects and initiatives.
• Other duties as assigned.

State Reporting Administrative Assistant I

• Partner closely with senior leadership to manage complex calendars, priorities, and scheduling across multiple stakeholders
• Coordinate meetings, travel, and logistics with a high level of accuracy and attention to detail
• Prepare reports, presentations, and business correspondence to support team initiatives and decision-making
• Manage expense reporting and administrative workflows with a focus on timeliness and quality
• Support special projects and contribute to team initiatives within Global Trade & Standby Services
• Proactively identify and resolve administrative challenges, helping the team stay organized and forward-focused
• Serve as a key point of coordination across internal partners and teams

Administrative Assistant – Operations

• Accurately enter student information in the Student Information System (SIS) Qmlativ.
• Maintain student records in the learning management system, Pearson Online Classroom.
• Prepare and send requests for cumulative student records, transcripts, special education records, and other educational documents for newly enrolled students.
• Monitor outstanding requests and follow up with previous schools to ensure records are received in a timely manner.
• Process and fulfill requests for student records from other educational institutions, agencies, and authorized parties.
• Verify request validity, ensure compliance with FERPA and school policies, and provide accurate records within required timelines.
• Provide administrative support during peak operational periods, including withdrawals, state reporting, student records, enrollment, attendance, truancy, and reception coverage.
• Maintain confidentiality of student records in accordance with FERPA and school policies.
• Assist the Administrative Assistant team with special projects and initiatives

Seasonal Administrative Assistant

• Manage and prioritize a high volume of administrative, operational, and executive support activities
• Compile, analyze, and present data; prepare moderately complex reports, dashboards, and summaries to support decision-making
• Oversee expense management, reporting, and reconciliation with strong attention to compliance and accuracy
• Serve as a central coordination point for key initiatives, including planning meetings, tracking deliverables, and ensuring timely follow-through
• Execute and support complex administrative and operational workflows, including approvals, requests, and internal processes
• Act as an extension of leadership by managing communications, filtering requests, and facilitating effective information flow
• Provide guidance and interpretation of policies, procedures, and administrative processes to less experienced staff
• Build strong relationships and collaborate with internal partners and senior stakeholders across the organization
• Plan and execute team meetings, offsites, and cross-functional events, including logistics, materials, and follow-up actions
• Handle ad hoc requests and special projects with a high degree of ownership and independent judgment

Senior Administrative Assistant – Private Wealth

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities.
• Identify upcoming conflicts and key players to assess coverage and communication strategies.
• Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling.
• Know the status of active deals to anticipate upcoming client and team needs.
• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed.
• Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow.
• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces.
• Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events.
• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers.
• Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend.
• Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies.
• Provide innovative problem-solving alternatives.
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs.
• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization.
• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues.
• Communicate clearly, concisely and professionally with clients and their support staff.
• Cultivate relationships with external administrative teams to easily facilitate future business needs.
• Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings.
• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation.
• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics.
• Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility.
• Provide travel assistance, as needed, for external parties.
• Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience.
• Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner.
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process.
• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements.

Senior Administrative Assistant – Administrative Support Assistant III

• Provide high-level administrative support including calendar management, meeting coordination, correspondence and backup as needed.
• Prepare, format, and distribute reports, presentations, and internal communications.
• Manage travel arrangements, expense reports, and purchasing functions.
• Maintain databases, spreadsheets, and tracking tools with a high level of accuracy.
• Organize filing systems (electronic and physical) for easy retrieval of information.
• Serve as a primary point of contact for internal and external stakeholders.
• Coordinate meetings, events, and logistics across departments.
• Support and assist with scheduling training sessions.
• Identify opportunities to streamline administrative processes and improve efficiency.
• Support and track departmental projects, timelines, and deliverables.
• Maintain and update standard operating procedures and documentation.
• Assist with implementation of new tools, systems, or workflows.
• Assist with employee activities, events, and recognition programs.
• Coordinate vendor communications and maintain vendor records.
• Monitor key metrics, deadlines, and compliance requirements.

Senior Administrative Assistant

• Handles incoming telephone calls and responds to requests for information
• Performs routine administrative duties such as maintaining office supplies and processing mail
• Prepares or coordinates the preparation of routine correspondence, reports, and special projects typically of a routine nature
• Supports projects, administration of various programs, and processing functions as needed
• Drives client/member facing activity in the practice by scheduling meetings with client/members on behalf of the practice’s Financial Representatives
• Updates the contact management system with client/member contact and preference information
• Assists Financial representative in the preparation and follow up for the client/member meetings
• Collaborates with financial associates to assist client with product changes
• Participates and drives marketing services including direct-mail, fraternal activities, seminars, meetings
• Verbal or written communications with prospective or existing customers regarding financial matters
• Additional responsibilities as assigned

• Compiling information, preparing moderately complex reports, and assisting with the completion of expense reports
• Performing complex administrative, transactional, and operational tasks, to include scheduling multi-city travel arrangements
• Providing a high level of professional support which includes a balance of more experienced level administrative work as well as ongoing ad hoc and project or business initiatives such as planning meetings, tracking deliverables, and pulling routine reports
• Answering questions regarding business unit policies and procedures
• Providing subject matter expertise and interpretation of administrative procedures to less experienced staff
• Providing administrative supervision and support to managers in the areas of reporting, customer or business documentation
• Interacting with immediate Administrative Assistant team, functional area, and internal peers regarding routine administrative tasks
• Supporting more experienced level leaders with daily administrative tasks and interact with more experienced leaders across the organization
• Supporting the planning and execution of client events and sponsorship requests

Senior Administrative Assistant – Mid Corporate, Global Payments & Liquidity

• Provide comprehensive administrative support to multiple team members, ensuring smooth and efficient day-to-day operations
• Optimize complex calendars and scheduling priorities, proactively balancing competing demands
• Coordinate meetings and events end-to-end (virtual and in-person), ensuring seamless execution and follow-through
• Arrange domestic and international travel and manage expense processing with accuracy and timeliness
• Process invoices, expenses, and administrative documentation in alignment with company policies
• Serve as a professional point of contact for internal and external stakeholders, building strong, trust-based relationships
• Anticipate team needs and proactively identify and address gaps, driving continuous improvement of processes and workflows
• Deliver consistently high-quality, accurate, and professional work
• Operate effectively in a hybrid environment, supporting both in-office and virtual collaboration

• Manage the Head of P&A’s calendar with precision
• Coordinate all travel logistics, itineraries, and trip preparation
• Screen and triage incoming communications, flagging priority items
• Prepare expense reports and manage administrative processes
• Organize and coordinate internal and external meetings
• Track and manage project timelines, deliverables, and action items across initiatives
• Build and maintain project tracking systems
• Coordinate logistics for cross-functional workstreams
• Compile and format project status reports and stakeholder updates
• Monitor project and scheduling risks, flagging conflicts or blockers early
• Maintain continuity in the Head of P&A’s office during travel or high-demand periods
• Compile, format, and edit presentations, briefings, and correspondence
• Maintain the Head of P&A’s operational rhythm
• Act as the logistical point of contact between the Head of P&A’s office and internal teams
• Own the logistical preparation for leadership and segment meetings

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities
• Identify upcoming conflicts and key players to assess coverage and communication strategies
• Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling
• Know the status of active deals to anticipate upcoming client and team needs
• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed
• Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow
• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces
• Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events
• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers
• Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend
• Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies
• Provide innovative problem-solving alternatives
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization
• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues
• Communicate clearly, concisely and professionally with clients and their support staff
• Cultivate relationships with external administrative teams to easily facilitate future business needs
• Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings
• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation
• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics
• Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility
• Provide travel assistance, as needed, for external parties
• Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience
• Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements.

Senior Administrative Assistant, Administrative Support Assistant III

• Provides a broad variety of administrative and staff support services for an assigned group or manager
• Collects and interprets data to produce reports
• Conducts special projects
• Coordinates meetings, conferences, presentations and travel arrangements
• Composes correspondence and other documentation as needed
• Frequently uses personal computer software packages for word processing, graphics, spread sheets, etc.

Executive Administrative Assistant – Small Business Banking

• Provides a broad range of administrative and operational support to assigned managers and the mortgage team, including direct support to a Regional Manager
• Responsibilities include coordinating meetings, presentations, and travel arrangements; composing correspondence and maintaining documentation; and supporting special projects as needed
• Collects and interprets data to produce reports and routinely utilizes Microsoft Office tools, including Excel for formatting, filtering, and formula-based tracking, and PowerPoint for creating professional presentations
• Plays a key role in supporting recruiting and onboarding activities, assisting with candidate coordination, new hire processes, and related administrative tasks to ensure a seamless experience
• Expected to manage multiple requests simultaneously, prioritize tasks effectively, and meet established deadlines while proactively seeking clarification when priorities or timelines are unclear

Mortgage Administrative Assistant

• Provide administrative and clerical support to field personnel and act as a liaison between corporate office and job sites
• Promptly answer the phone, distribute incoming and outgoing mail, enter time into Heavy Jobs, order office supplies, set up and oversee FedEx/UPS shipments
• Assist Field Supervision and corporate staff in collecting data on rental equipment, licensing for on-road vehicles, tracking “idling time” of equipment
• Keys timecards and enters employee changes and equipment code updates into timecard software daily
• Assists site supervision with completing and submitting employee documents & ensures employee orientation packets, training programs, and employee handbooks are in supply

Administrative Assistant jobs in Minnesota

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Records Administrative Assistant I

Office Manager

Executive Administrative Assistant

Office Manager – Executive Coordinator

Office Manager – Executive Assistant

Patent Operations Administrative Assistant

State Reporting Administrative Assistant I

Administrative Assistant – Operations

Seasonal Administrative Assistant

Senior Administrative Assistant – Private Wealth

Senior Administrative Assistant – Administrative Support Assistant III

Senior Administrative Assistant

Administrative Assistant

Senior Administrative Assistant – Mid Corporate, Global Payments & Liquidity

Administrative Assistant

Executive Administrative Assistant

Senior Administrative Assistant, Administrative Support Assistant III

Executive Administrative Assistant – Small Business Banking

Mortgage Administrative Assistant

Project Administrative Assistant – Solar & Wind