Executive Administrative Assistant

Adolfson & Peterson Construction•Minneapolis, MN

2d•$78,000 - $124,000

About The Position

Adolfson & Peterson Construction is seeking an experienced Executive Administrative Assistant to provide confidential, high-level administrative support to the Regional President and Regional Leadership Team. The role involves managing calendars and travel, coordinating meetings and events, preparing communications and reports, handling expense reports, and performing executive-level administrative functions. The assistant also serves as an administrative point of contact for the Regional President and helps coordinate onboarding for new hires in the region. The position requires frequent interaction with senior leaders, shareholders, clients, community leaders, visitors, and callers. The assistant represents AP professionally, manages inquiries and access to executive leaders, maintains strict confidentiality, supports customer needs, and may provide additional administrative support to other departments and satellite offices. The role is part of AP’s Incident and Injury Free culture and includes supporting safe work practices and a culture of care.

Requirements

High school diploma or equivalent, plus formal training for an executive administrative role.
At least 5 years of executive-level administrative support experience.
Advanced proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
Advanced proficiency with video-conferencing solutions, including Microsoft Teams and Zoom.
Ability to handle confidential information with absolute discretion.
Experience in meeting planning, including scheduling and coordination.
High attention to detail.
Integrity and ethical standards.
Effective written, oral, and listening communication skills for diverse audiences.
Ability to manage multiple projects and priorities efficiently under time constraints.
Excellent interpersonal skills and the ability to build successful, lasting relationships.
Availability during non-traditional work hours, with occasional evening and weekend calls and coordination.

Nice To Haves

Bachelor’s degree.

Responsibilities

Take personal responsibility for working safely within an Incident and Injury Free (IIF) culture and champion IIF efforts.
Communicate and reinforce the tenets of an IIF workplace and follow processes and procedures that support it.
Provide high-level executive administrative support to the Regional President and Regional Leadership Team.
Manage calendars proactively, resolve scheduling conflicts, and coordinate priorities with regional leaders.
Create PowerPoint presentations and draft and format Excel reports.
Complete expense reports for the Regional President and Regional Leadership Team.
Establish and maintain filing systems, retrieve data, and respond to information requests.
Act as the initial point of contact for communications; research and route correspondence, draft letters and comments, collect and analyze information, and draft communications.
Coordinate Regional Leadership Team activities to maximize efficiency and time management.
Plan and coordinate complex special events, meetings, travel, activities, and mailings for regional leaders.
Coordinate calls and meetings, including catering, conference-room scheduling, and room setup.
Plan and coordinate travel for the Regional President and Regional Leadership Team.
Coordinate regional onboarding to support a smooth process for new hires.
Serve as the administrative point of contact for the Regional President.
Coordinate projects, meetings, and calls with executives, shareholders, clients, community leaders, and organizational leaders.
Plan and coordinate regional events and company-sponsored functions, including the annual company meeting, holiday party, and regional leadership retreat.
Manage projects and/or participate as a collaborative committee team member.
Represent AP and its regional leaders professionally, maintain strict confidentiality, and promote customer confidence and a positive company culture.
Answer, direct, and screen phone calls; handle deliveries; and greet guests and visitors.
Refer visitors, callers, and inquiries to the appropriate organizational resource.
Work with clients and customers to support their needs.
Protect executives’ and leaders’ time and resources by professionally managing and redirecting inquiries, requests, and visits.
Respond calmly and professionally to unexpected events to de-escalate situations and support productive outcomes.
Provide additional administrative support to other departments as needed, including front-desk backup and support for regional satellite offices.
Perform other duties as assigned.