Executive Administrative Asst

The Executive Assistant provides critical executive coordination and administrative support within the Executive Administration Office at The Hormel Institute. This role contributes directly to the effectiveness of Executive Leadership operations by managing complex scheduling, facilitating executive communications, and maintaining administrative systems that support daily executive functions. This role serves as the primary coordinator for Institute-wide travel and travel reimbursements at The Hormel Institute. This position manages all aspects of business travel booking, reimbursement processing, and expense reconciliation for faculty, managers, and staff, providing centralized, consistent, and compliant business travel support across the Institute.

Housed within Executive Administration and reporting to the Executive Administrative Associate, the role also supports efficient day-to-day administrative operations by assisting with scheduling, communications, and coordination as needed. The position operates with discretion and independent judgment under general guidance, prioritizing work to ensure responsive service, accurate processing, and smooth administrative operations. The employer retains the right to change or assign other duties to this position.

Focus of Job Responsibilities

Institute-wide travel and expense coordination - 50%

* Serves as the primary point of contact for Institute-wide travel coordination, supporting all HI employees with travel planning, booking, documentation, and reimbursements.
* Coordinates airfare, lodging, ground transportation, and related travel logistics in accordance with University and Institute policies.
* Manages travel documentation and reimbursement processes, including preparation and submission of expense reports and reconciliation of travel cards.
* Provides guidance to faculty, managers, and staff on travel procedures, timelines, and documentation requirements.
* Tracks travel activity and supports resolution of routine travel and reimbursement questions, ensuring timely, accurate, and compliant processing.
* Maintains organized records related to travel and reimbursements to support audit readiness and institutional consistency.

Executive Administration Support - 45%

* Supports the Executive Administrative Associate with administrative coordination and day-to-day Executive Administration operations as needed.
* Assists with scheduling, calendar coordination, and meeting logistics for Executive Administration and Executive Leadership activities.
* Provides administrative support for communications, including drafting routine correspondence, coordinating follow-ups, and responding to inquiries as directed.
* Serves as an initial point of contact for Executive Administration inquiries, routing requests appropriately and responding to routine questions.
* Maintains organized electronic and physical filing systems to support Executive Administration operations, including shared folders and document access.
* Maintains centralized administrative office supplies for Executive Administration, including ordering, inventory tracking, and coordination with vendors as needed.
* Supports basic procurement and financial documentation related to Executive Administration operations.
* Assists with logistical support for Executive Administration-led meetings, events, and leadership activities as assigned.

Other Duties as Assigned - 5%

Flexible Work Profile

The Research and Innovation Office (RIO) and The Hormel Institute endorses a "work with flexibility" approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote. Because we are a land-grant institution that serves the state, the University will continue to- in most cases- expect employees to live in Minnesota.

This position has been designated as eligible for Flexible Work Profile One.
Flexible Work Profile One, Office/Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office will be located at The Hormel Institute in Austin, Minnesota. The Hormel Institute management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.

Required Qualifications

* High school diploma/GED and four years of related office experience Training/education may be substituted for some of the years of experience. Computer experience required. Specific knowledge/skills may be required.

Preferred Qualifications

* Experience with Google Workspace (Calendar, Gmail, and Drive).
* Experience with Microsoft Office products, including Word, Excel, and PowerPoint.
* Experience arranging travel logistics and coordinating reimbursements.
* Familiarity with PDF creation and editing tools (e.g., Adobe Acrobat).
* Dependable and reliable team player who takes pride in providing service and helping others.
* Highly organized and detail-oriented, with strong attention to accuracy and follow-through.
* Proactive in anticipating needs and problem-solving to support efficient administrative operations.
* Excellent communicator who is clear, precise, courteous, and tactful.
* Demonstrated ability to maintain discretion and confidentiality.
* Comfortable with technology and curious about using tools to improve efficiency and consistency

Physical & Environmental Requirements

* Must be able to sit for long periods of time.
* Must be able to lift 25 pounds.
* Must be able to push/pull carts.

Founded in 1942 by Jay C. Hormel and The Hormel Foundation, The Hormel Institute, University of Minnesota, makes scientific advancements that enhance wellbeing and extend human life. For more than 80 years, we have pursued our mission to conduct research and provide education in the biological sciences with applications in medicine and agriculture. A part of the University of Minnesota's Research and Innovation Office, The Hormel Institute partners with the region's leading biomedical research facilities, including Mayo Clinic.

Pay Range: $24.05-$27.84; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).