Executive Administrative Assistant

Adolfson & Peterson•Minneapolis, MN

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 supports executive operations through calendar and travel management, meeting and event coordination, communications, reports, expense reporting, and other executive-level administrative functions. The assistant also serves as an administrative point of contact, supports regional onboarding, and interacts with senior organizational leaders, shareholders, clients, and community members while maintaining strict confidentiality and a professional presence. The position contributes to the company’s Incident and Injury Free culture by working safely, reinforcing its principles, and following supporting processes and procedures. It also provides backup front-desk coverage and support for regional satellite offices, with additional duties as assigned. Occasional evening and weekend calls or coordination may be needed.

Requirements

High school diploma or equivalent, plus formal training for an executive administrative role.
At least 5 years of executive-level administrative support experience with a history of experience and proven results.
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.
Demonstrated high attention to detail.
Demonstrated integrity and ethical standards.
Well-developed written, oral, and listening skills to communicate effectively with diverse audiences.
Ability to manage multiple projects and priorities efficiently and simultaneously under time constraints.
Excellent interpersonal skills and demonstrated ability to build successful, lasting relationships.
Availability during non-traditional work hours, including occasional evening and weekend calls and coordination.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Take personal responsibility for working safely within an Incident and Injury Free (IIF) culture; champion IIF efforts, communicate and reinforce its principles, and follow processes that support the culture.
Provide high-level executive administrative support to the Regional President and Regional Leadership Team.
Proactively manage calendars, resolve conflicting priorities, and partner with regional leaders to align project priorities.
Create and develop 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.
Serve as the initial point of contact for communications; read, research, and route correspondence, draft letters and comments, collect and analyze information, and draft communications.
Coordinate Regional Leadership Team activities as appropriate to maximize efficiency and time management.
Plan, organize, and coordinate special events, meetings, travel, activities, and mailings for the Regional Leadership Team.
Coordinate calls and meetings, including catering, conference-room scheduling, and room setup.
Plan and coordinate travel for the Regional President and Regional Leadership Team.
Act as the region’s Onboarding Coordinator and support a smooth onboarding process for new hires.
Serve as the administrative point of contact for the Regional President.
Coordinate projects, meetings, and phone calls with executives and interact with senior leaders, shareholders, clients, and community 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 collaboratively on project committees.
Professionally represent AP, the Regional President, and the Regional Leadership Team; maintain strict confidentiality and promote customer confidence and a positive company culture.
Answer, direct, and screen phone calls; handle deliveries; greet guests and visitors; and refer 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 administrative support to other departments as needed, including front-desk backup and regional satellite-office duties.
Perform other duties as assigned.