Executive Assistant/Office Manager

Executive Assistant & Operations Manager
Keystone Supply Group | Edina, MN | Full-time, salaried, exempt | Reports to: Founder & CEO

Overview
You will be the second hire at Keystone Supply Group and the founder's right hand. This role combines executive assistant, office manager, and business operations into one seat. You will own the calendar, inbox triage, bookkeeping support, paperwork, shipping coordination, future hiring, and the systems that keep a fast-growing distribution company running. As we scale, you grow into a Director of Operations role and start building the team underneath you.

If you want a defined lane and a quiet desk, this is not it. If you want ownership, visibility, and a front-row seat to building a company, keep reading.

About Keystone Supply Group
Keystone Supply Group is a Minnesota-based medical, surgical, PPE, diagnostic, janitorial, and industrial supply distributor headquartered in Edina, operating from a combined office and warehouse facility with dock access and on-site stocking.

We specialize in shortage, backorder, and allocation sourcing: the products hospitals, surgery centers, senior living communities, government agencies, school districts, and commercial clients cannot get from their primary distributor. We work through a network of 490+ national and international suppliers to keep customers supplied when the standard channel fails them.

Founded in 2025, we have active customers, signed contracts, real revenue, and a clear path to national scale. We are founder-owned, with no outside investors, and moving fast.

Responsibilities

Executive Support

• Manage the founder's calendar, meeting scheduling, and daily priorities
• Triage the inbox, draft and send correspondence, and make sure nothing falls through
• Prepare meeting materials, agendas, and follow-up summaries
• Track action items and commitments across customers, suppliers, and partners
• Coordinate travel, trade shows, and customer visits
• Manage expense tracking and reimbursements
• Handle confidential business, financial, and personnel information with discretion

Business Operations & Administration

• Run day-to-day office operations and administrative workflows
• Complete distributor and manufacturer onboarding paperwork and credit applications
• Maintain organized records, contracts, certifications, and internal documentation
• Manage office supplies, vendors, equipment, and facility needs

Bookkeeping & Financial Administration

• Manage daily bookkeeping in QuickBooks Online
• Manage invoicing, accounts payable, accounts receivable, and collections follow-up
• Reconcile accounts and coordinate with our external accounting partner
• Track expenses, subscriptions, and vendor terms

Order Support, Shipping & Fulfillment

• Create shipments, generate BOLs and labels, and coordinate with parcel and LTL carriers
• Build and maintain customer, vendor, and shipping profiles
• Track open orders, monitor ETAs, and resolve fulfillment issues before the customer has to ask
• Support quote follow-up and order entry alongside the sales team

Government Contracting & Compliance

• Complete SAM.gov registration (including CAGE assignment) and maintain it annually, along with state vendor registrations and related credentials
• Support bid submissions (RFQs, RFPs, IFBs): assemble documents, meet deadlines, submit on time
• Maintain insurance certificates, W-9s, compliance documentation, and renewal calendars

Systems, SOPs & Process Development

• Refine and finalize internal SOPs, sales rep KPIs, and 90-day onboarding plans
• Build templates, forms, checklists, and operational documents that scale
• Identify process gaps and propose the systems that close them
• Help implement automation and AI tooling to remove manual work

People & Team Building (as we grow)

• Lead recruiting, interviewing, hiring, and onboarding for future roles
• Support and manage sales and operations staff
• Help build the benefits program from the ground up (you and the founder will be the first two on the plan)
• Help shape and protect the culture

Who You Are

• 3+ years in executive assistant, office management, operations, or administrative leadership roles
• Strong working knowledge of QuickBooks Online, including AP, AR, and reconciliation
• Excellent written and verbal communication with vendors, customers, and executives
• Highly organized, detail-oriented, and self-directed. You manage your own follow-up system.
• Comfortable holding many threads at once and switching context quickly without dropping anything
• Discreet and trustworthy with confidential financial, customer, and personnel information
• Bias toward action. You would rather solve a problem than escalate one.
• Proficient with Microsoft 365 or Google Workspace, and quick to learn new software
• Plus, not required: experience in distribution, healthcare supply, logistics, government contracting, or B2B operations

Compensation & Benefits

• Base Salary: $65,000-$85,000, depending on experience
• Performance Bonus: Annual bonus targeted as a percentage of base salary, tied to company growth and operational milestones
• Growth Path: Defined path to Director of Operations, with eligibility for equity participation as the company scales
• Health Insurance: Being established now. You and the founder will be the first two enrolled, and you will help select the plan and carrier.
• Paid Time Off: Provided from day one (Minnesota ESST compliant), with the full policy formalized in your first quarter
• Schedule: In-office Monday through Friday in Edina, with select Fridays eligible for remote work
• Travel: Opportunities to travel for conferences, expos, and client meetings

We are being direct: as a company founded in 2025, our formal benefits infrastructure is still being built. You will help build it rather than inherit it. If that is a dealbreaker, we understand. If it sounds like an opportunity, you are the person we are looking for.

Why Now

• Ground-floor role with real ownership, visibility, and influence over how the company runs
• Direct daily partnership and mentorship with the founder
• A defined growth path, not a stagnant admin seat
• Active customer base, signed contracts, and momentum already in place
• You help shape the culture, systems, and team from day one

Pay: $65,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person