Executive Administrative Assistant

Graco manufactures and markets premium equipment to move, measure, control, dispense and spray a wide variety of fluid and powder materials. What does that mean? Well, we pump peanut butter into your jar, and the oil in your car. We glue the soles of your shoes, the glass in your windows and the screen on your phone. We spray the finish on your vehicle, coatings on your pills, the paint on your house and texture on your walls. Graco is part of your daily life.

This role is currently based at our Minneapolis office and will transition to our new headquarters in Dayton, MN, in 2027.  

The Executive Administrative Assistant provides administrative and operational support to the EVP & CIO and, as needed, supports other IT leaders and teams within the function. This position manages schedules, coordinates meetings, and supports day-to-day operations to ensure the EVP & CIO and her team can operate effectively.

What You Will Do at Graco

Executive Support and Calendar Management

• Provide administrative support to the EVP & CIO and support additional IT leadership positions as needed
• Manage complex calendars by scheduling meetings, prioritizing time, and resolving conflicts based on business needs
• Coordinate internal, external, and vendor meetings, including scheduling, logistics and communication
• Ensures Executive Leaders receive timely, high-impact support on priority initiatives as assigned

Meetings and Business Coordination

• Support meetings and leadership cadence by preparing materials, organizing agendas and coordinating inputs
• Gather, organize, and distribute information and documentation needed for meetings and business updates
• Track follow-ups from meetings and ensure actions are completed on time

External and Vendor Coordination

• Coordinate schedules and logistics with customers, partners, vendors, and board-related contacts when applicable
• Serve as a point of contact for external partners and ensure timely and professional communication
• Support required procurement invoicing needs, in partnership with Finance

Team and Administrative Operations

• Maintain team calendars, shared files, and trackers to support coordination across the IT leadership team
• Coordinate onboarding and offboarding activities, including system access, equipment, and scheduling
• Support Workday-related tasks and other internal administrative processes

Travel & Expenses and Event Support

• Arrange travel, including flights, accommodations and required documentation
• Prepare and submit expense reports accurately and on time
• Assist with event planning logistics for quarterly offsites, town halls and team meetings, including flights, agendas, logistics and coordination
• Coordinate logistics for team meetings, offsites, and events, including external vendors
• Coordinate catering and food logistics for on-site events and select team or vendor dinners, ensuring quality, cost-effectiveness, and smooth execution
• Analyze team and function spend related to events, catering, and meals, and identify opportunities to optimize cost, reduce waste, and improve consistency

Communications and Material Preparation

• Prepare basic PowerPoint presentations and reports, including materials for staff meetings, recognition activities, and anniversaries
• Draft and format presentations, reports, and communications for leadership use
• Ensure materials are accurate, organized, and delivered on time

Confidentiality and Process Improvement

• Handle confidential and sensitive information with discretion and sound judgment
• Identify opportunities to improve administrative processes and implement more efficient ways of working

What You Will Bring to Graco

• High school diploma or equivalent required; additional post-secondary education or business coursework preferred
• 6+ years of experience in an administrative or executive support position supporting senior leaders
• Experience managing calendars, coordinating travel, and processing expenses
• Strong organizational and time management skills with the ability to work independently and manage shifting priorities
• Excellent customer service mindset with the ability to interact effectively with a wide range of personalities
• Strong attention to detail and consistent follow-through
• Proficiency in Microsoft Office tools, particularly Outlook, Teams/SharePoint, PowerPoint

Accelerators

• Experience coordinating external stakeholders, including vendors, custom