Overview
Executive Administrative Assistant Jobs in Greater Minneapolis-St. Paul Area at ILM Professional Services, Inc.
Title: Executive Administrative Assistant
Company: ILM Professional Services, Inc.
Location: Greater Minneapolis-St. Paul Area
Executive Virtual Assistant (President Support + Sales Operations)
Ongoing contract, up to 20 hours per week
(Must be located within CST time zone)
About ILM Professional Services
At ILM Professional Services, we don't just build software; we craft solutions that transform businesses and lives. Our commitment to excellence, empathy, and innovation is at the heart of everything we do. By fostering a culture that values lifelong learning, inclusivity, and integrity, we empower our team to create impactful solutions that meet our clients' true needs. Join us in our mission to be the most trusted ally in the technology landscape, where every interaction is a step towards a brighter, more connected future.
Position Overview
ILM is hiring an Executive Personal Assistant (PA) to support the President and bring structure, focus, and execution discipline across day-to-day leadership, sales operations, and cross functional coordination. This role is a force-multiplier: you will convert priorities into clear plans, capture actions and follow-ups in our systems, and ensure commitments turn into completed outcomes.
This is not a basic admin role. The PA will act as the President’s operating partner, helping run a weekly operating rhythm across Sales, Marketing, Technology, Human Resources, and Recruiting.
Key Responsibilities
Executive Operating System & Planning
- Own the President’s calendar, email triage, and daily priorities; proactively protect focustime and reduce context switching.
- Run a weekly planning cadence: align priorities, define outcomes, and publish a simpleweekly plan (Top 5 priorities, key meetings, deadlines).
- Prepare the President for 1:1s and key meetings: confirm objectives, create agendas, gather pre-reads, and ensure decisions are captured.
- Extract tasks and commitments from conversations and convert them into organized action lists with owners, deadlines, reminders, and follow-ups.
- Maintain a real-time executive task dashboard (daily/weekly) that gives visibility to what is in progress, what is blocked, and what is next.
- Drive closure: ensure open loops are completed or consciously deprioritized.
Sales Support & CRM Discipline
- Schedule client meetings and interviews, including calendar invites, agendas, reminders, and logistics (including lunch reservations when needed).
- Maintain sales hygiene in CRM: enter deal details, notes, next steps, owners, due dates, and follow-up tasks within 24 hours of activity.
- Post-meeting follow-through: organize recordings, summarize outcomes, document action items, and ensure next meetings are scheduled.
- Manage contract workflows: send contracts via DocuSign, track signatures, store executed contracts in SharePoint, and maintain a contract/extension tracker.
- Proactively manage extensions: trigger reminders and coordinate internal follow-up at least
- 6 weeks prior to contract end dates.
- Support relationship-building efforts such as client gifts and holiday outreach by researching preferences and coordinating delivery.
Employee & Leadership Support
- Coordinate recurring employee 1:1s with the President; send agendas, reminders, and pre work prompts to drive productive conversations.
- Capture notes and distribute clear action items after 1:1s (owners, deadlines, follow-ups).
- Maintain the President’s direct-report task tracker and ensure weekly follow-through.
- Coordinate internal meetings: weekly leadership cadence, Scrum notes distribution, and twice-yearly all-company meetings.
- Draft executive communications as requested (anniversary messages, year-end updates, employee recognition).
- Coordinate employee appreciation and gifting initiatives.
Qualifications
Experience
- 2+ years of high-ownership Personal Assistant in a small business environment.
- Demonstrated experience building structure for an unstructured environment: weekly planning, action tracking, and follow-up discipline.
- Experience supporting Sales operations and CRM hygiene.
- Exposure to professional services, consulting, software/technology, or technical teams is preferred.
- Experience coordinating across departments (Sales, Marketing, Technology, HR/Recruiting).
Core Skills
- Extreme organization and follow-through: you create clarity, set cadence, and close loops.
- Strong written communication: crisp agendas, meeting notes, and executive-ready summaries.
- Meeting and calendar mastery: you anticipate conflicts, sequence priorities, and protect focus time.
- Operational judgment and discretion: you handle sensitive information with integrity and professionalism.
- System builder mindset: you design lightweight processes that reduce chaos and increase throughput.
- Proactive ownership: you do not wait to be told; you identify what is missing and take action.
Tools & Working Style
- Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and SharePoint.
- Comfort with DocuSign (or equivalent e-signature tools).
- Comfort with AI tools for summarization and drafting (e.g., meeting transcript cleanup) while maintaining confidentiality standards.
- Ability to work in a fast-changing environment, manage multiple threads, and maintain calm execution under pressure.
