Office/Administrative Assistant

Posted May 26, 2022. Applications accepted until position is filled. 

Position overview

Zan Associates is in search of a full-time administrative assistant. Responsibilities include general office and project support, scheduling, supply inventory management and ordering, coordinating and staffing events, coordinating mailings and other print jobs, and other administrative tasks. The position requires an individual who is organized, can take ownership of tasks, has initiative and good problem-solving skills. Occasional evening or weekend hours may be required. 

About the position

In this position, you would provide support to an expanding team of professional planners, engagement specialists, and communications professionals, and report to the Financial Manager. You would lead office inventory management and supply ordering, and support activities such as scheduling, event preparation, and print jobs. Specific tasks associated with this role include:

  • Coordinate internal meetings and public events

  • Stage and staff events

  • Help with public outreach projects including production of materials, mailings, flyering, etc.

  • Order refreshments and purchase materials for meetings

  • Manage internal room and equipment reservations

  • Answer phones, distribute voicemails and maintain the phone system

  • Manage and distribute mail

  • Order, organize and maintain office supplies

  • Serve as point of contact for certain vendors

  • Light office maintenance including unloading the dishwasher, watering plants, maintaining cleanliness of meeting areas and common spaces, etc.

  • General office support and errands

Desired abilities and experience

The ideal person would have the following skills, experiences, and education:

  • Aligns with Zan’s core values:

  • Fun to be around and enjoys working with colleagues and clients

  • Resourceful and is a problem solver

  • Possesses a strong professional drive and work ethic

  • Confident in Zan’s area of work and presenting competing ideas

  • Driven to excellence

  • Associates degree (equivalent experience will be considered)

  • Excellent organizational skills and the ability to work in a self-directed environment

  • Proficiency with the MS Office software suite, including Word, Excel, and PowerPoint

  • Interest in the public process, planning and design, and infrastructure

  • Interest in supporting diversity, equity and inclusion principles a plus

  • Must have a valid driver’s license


Salary range is $24 - $28 per hour

Position location

Downtown Minneapolis. We offer a flexible work environment.

About Zan Associates

Zan Associates’ core focus is to build communities by giving people a voice. Our purpose is to provide creative and authentic engagement, communications and planning primarily for infrastructure projects. We hire people who want to influence and shape the communities we live, play and work in. We value diverse perspectives, and we seek to elevate historically underserved communities. We provide employees with competitive salaries and benefits including medical, dental and retirement, and perks like a flexible work schedule and location, a transit pass or bicycle/vehicle parking, cell phone, and frequent company and team outings. We are located in downtown Minneapolis and work with a wide range of public agencies in the Twin Cities, throughout Minnesota and in the Pacific Northwest. More information about our firm can be found at

How to apply?

If you are ready to be part of the Zan Associates team, please send a cover letter with an explanation of why your experiences are relevant for this position along with your resume and references to Jason Stedillie:


Zan Associates is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.