Office Coordinator/Executive Assistant Bloomington, MN

Office Coordinator/Executive Assistant

Full Time • Bloomington, MN
We are seeking an individual with a knack for organization, who enjoys both providing administrative and operational support, and special project work. This position is ideal for someone looking for a fast-paced work environment, full of variety, at a growing and mission-driven organization. 
The Office Coordinator and Executive Assistant will provide administrative support to firm leadership and provide office coordination for the firm’s home office, located in Bloomington. The position will also contribute to special projects across the firm, helping to drive business priorities and strengthen firm operations. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential to this position. The ideal candidate for this job is resourceful, organized, and can solve problems while working independently. Maintaining and managing a workload responsibilities and deadlines in a timely manner is a key to success in this position.

Essential Functions 

Office Management and Coordination (30%) 

  • Supporting office administration including answering phone, greeting and directing visitors, routing incoming mail, preparing outgoing mail, and serving as point of contact for facilities and security management. 
  • Ordering office supplies, tracking inventory, and coordinating office needs with remote employees. 
  • Monitoring schedules of conference room and flex offices; keeping these and other common areas clean and organized in an orderly fashion. 
  • Monitoring and appropriately responding to shared firm email inboxes. 
Executive Support (50%) 

  • Completing a broad variety of administrative tasks for firm leadership, including calendar management, responding to inquiries, coordinating meetings, completing expense reports, arranging travel and other tasks. 
  • Preparing materials that might include presentations, correspondence and meeting agendas. 
  • Working with leadership on special projects which might include conducting research, document creation, coordination of resources and project management. 
  • Proactively managing, assessing, and predicting needs and outcomes for all assigned tasks and projects. 
Special Projects and Other Duties (20%) 

  • Supporting and providing leadership in firm initiatives and special projects as directed. 
  • Providing backup to other firm support staff as needed. 
  • Other duties as assigned. 

  • Minimum of 3 years of professional experience. 
  • Prior experience in an administrative or similar role. 
  • Versatility, flexibility and willingness to work within constantly changing priorities with enthusiasm. 
  • Proficiency in Microsoft Office applications. 
  • Strong interpersonal and communication skills, initiative and follow-through; sound discretion and judgement. 
  • Ability to work on projects with general direction and minimal guidance. 
  • Ability to deal effectively with a diversity of individuals at all organizational levels. 
  • Critical thinking skills to identify alternative solutions, conclusions or approaches to problems. 
  • Acute attention to detail. 
Location, Hours and Working Conditions

  • This position is based in our Minneapolis office. 
  • This role is required to be present in office during core business hours Monday through Friday.  Ideal hours are 7:30am to 4:00pm with a half hour for lunch.  
  • Our building offers free covered parking, an onsite gym and cafe, 24-hour security, and nearby shopping and restaurants.
  • Position requires ability to work in a stationary position for majority of workday. 
  • Ability to lift up to 15 lbs. 
  • Continuous use of computer. 
  • Frequent communication with team and clients via zoom and in person. 
  • We strive to provide work/life balance whenever possible but due to the nature of this role, weekend and evening hours are required when deadlines need to be met 
Compensation and Benefits 

Annual base salary range of $45,000 to $55,000 based on qualifications and experience.  
BWF offers a comprehensive benefits package including: 

  • Paid holidays, PTO and volunteer time off 
  • 401(k) retirement plan with employer contribution 
  • Health insurance with HSA and FSA (medical and dependent care) options 
  • Employer paid dental and vision insurance, 100% employer life insurance, short and long-term disability, Long Term Care insurance, and paid parental leave. 
Applicants for this position must have up-to-date vaccine status against COVID-19 as a condition of employment. Proof of vaccination will be required upon hire. Up-to-date vaccine status is defined as an initial vaccination plus one Booster Shot after 6 months.  Individuals may be granted an exemption from the vaccine requirement for medical or religious reasons.  
To apply please submit a resume and cover letter.  Applications will be reviewed on a rolling basis and accepted until the position is filled. Interested applicants are encouraged to apply early.  


We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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U.S. Equal Opportunity Employment Information (Completion is voluntary)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

You are being given the opportunity to provide the following information in order to help us comply with federal and state Equal Employment Opportunity/Affirmative Action record keeping, reporting, and other legal requirements.

Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.