Executive Administrative Assistant

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.

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%

• 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.

• 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.

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

Profile 1, Office Lab-Based - is expected to work primarily on-site in the office/lab. Only occasionally and inconsistently working remotely. Your office/lab will be located at The Hormel Institute in Austin, Minnesota. Management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.