Executive Assistant

Job Title: Executive Assistant

Job Type: FT

Location: Edina, MN - In person

Who We Are

Benefits are complicated but by using innovative technology, paired with attentive and dedicated customer service, it doesn’t have to be! At Flores, we focus on technology and customer service, so our clients can focus on their employees. We are a leader in the field of consumer-based reimbursement plans, COBRA, and Direct Bill services.

Please visit our website to learn more about our people, culture, and benefits! www.flores-associates.com.

Job Summary

At Flores, we are passionate about our clients having a great experience and this also applies to our team and our future team members. Building a remarkable team is a top-level company priority. We are seeking a highly organized, proactive, and reliable Executive Assistant to provide comprehensive support to our executive team. The ideal candidate will be detail-oriented, possess exceptional communication skills, and demonstrate a strong ability to manage multiple tasks in a fast-paced environment. This role is integral in helping ensure the efficiency and effectiveness of our leadership team. The Executive Assistant will report to the CEO.

What You’ll Do

• Executive Support: Provide high-level administrative support to C-suite executives, including managing schedules, coordinating meetings, and handling day-to-day operational tasks.
• Calendar Management: Oversee and optimize the executives’ calendars, ensuring alignment with priorities, managing conflicting appointments, and anticipating scheduling needs.
• Communication & Correspondence: Draft and manage emails, memos, and other correspondence on behalf of executives, ensuring timely responses and professional communication.
• Travel Coordination: Organize and coordinate all aspects of executive travel, including flights, accommodations, itineraries, and transportation.
• Meeting Preparation & Follow-Up: Prepare agendas, gather materials, and take minutes during meetings. Follow up on action items and ensure timely completion.
• Document Management: Maintain and organize confidential files, documents, and records; assist in preparing presentations, reports, and other documentation as needed.
• Project Support: Assist with various projects and initiatives, ensuring deadlines and objectives are met.
• Office Management: Support daily office operations, including liaising with vendors, managing supplies, and ensuring a smooth office environment.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Perform other duties as assigned.
• Maintain quality work that exemplifies and promotes Flores’ core values.

Who You Are

• Minimum of 3-5 years of experience in an executive assistant or administrative support role, preferably in a corporate or professional services setting.
• Available to work from 8:30am -5:00pm ET remotely for the first couple of months while the new office is under construction and then able to work in person 5 days a week in our new office location in Edina, MN. 
• Bachelor’s degree preferred or equivalent work experience will be considered.
• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to multitask and prioritize tasks effectively.
• High attention to detail and accuracy.
• Strong interpersonal skills and the ability to work collaboratively with a variety of stakeholders.
• Ability to anticipate needs and take initiative.
• Discretion and professionalism when handling confidential information.
• Adaptable, with a strong problem-solving mindset.
• Positive, proactive, and a team player.
• An individual that understands the value of providing a high level of customer service.

Work Environment

Flores’ standard work hours are Monday through Friday, 8:30 a.m. to 5 p.m. ET with an hour lunch. Roles may be approved for other schedules by managers.  While the position begins immediately, this person will be working remotely until our new office space opens in a couple of months. To be considered for this role, you must reside in the state of MN and able to commute to our new location in Edina, MN once the office is completed. This role is mostly sedentary and consists of prolonged periods sitting at a desk and working on a computer. This role also utilizes other tools such as a phone, copy machine, and printer. Common programs often used are Outlook, Word, and Excel. This position frequently communicates with Flores team members and candidates and must be able to exchange accurate information clearly in these situations.

How We Support Our Team

At Flores, we invest in our people, our community and our technology and strive to provide work life balance, paired with professional growth for each of our employees. We provide an innovative benefit solution for our clients but that does not apply just to our clients. They extend to our team too!

• Competitive Benefits – Flores offers competitive medical, dental, and vision benefits for employees and their families. We also provide company funded HSA’s, Pre- and Post-tax 401k’s with a company match up to 5%, and other great benefits such as Life Insurance, Accident Insurance, Pet insurance, and more!
• Work Life Balance – We want all our team members to have time to focus on themselves and their families. We offer a Monday - Friday schedule, a generous vacation policy and a Life Balance Reimbursement Plan to support this.
• Community Involvement – We love to give back to our community, and we recognize that our team does too! We have a volunteer program in place to support our team members as they help the organizations’ they are passionate about.

Our Core Values & Diversity Focus

Our vision is to be the most admired benefits partner, and our core values and beliefs are:

• We believe in always doing the right thing.
• We believe that a remarkable service experience is possible.
• We believe in trusting one another as an operating philosophy.
• We believe that high performance teams deliver extraordinary results.
• We believe in building benefits technology that converts the complex to easy.
• We seek to empower, empathize, and respect our team members and our world.

Flores & Associates is proud to be an Equal Employment Opportunity employer. We do not discriminate based on race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. We are committed to diversity and are committed to creating an inclusive environment for all employees. This is not intended to be an all-inclusive list of job related responsibilities and requirements.