Executive Assistant | Mortenson

M. A. Mortenson Company • Minneapolis, MN

280d • $37 - $51

About The Position

This is an opportunity to join a team that drives impact across the entire organization! As Executive Assistant, you will play an important role in ensuring our headquarters-based Sales and Marketing team meets its goals and commitments for the company. By managing deadlines and workload effectively, you will set our leaders and team up for success. The ideal candidate will have a strong passion for delivering highly accurate work, managing projects, improving processes and communication, and adapting to new workflows as the company evolves. You will welcome new challenges with a problem-solving approach, using your process improvement skills to create new ways to get our work done smarter. With special projects always on the horizon, you will have ample opportunities to think creatively and contribute innovative solutions. Success in this role requires a deep understanding of team priorities and how our work delivers for the broader business. Your ability to make strategic decisions regarding executive calendar management and productivity improvements will be essential. You will establish and maintain a seamless process and communications for tracking evolving daily needs, ensuring meticulous documentation that builds on past successes and drives even greater results. Collaboration and a strong sense of helpfulness across the organization will be necessary to establish an effective time management process in a fast-moving environment. Problem-solving and innovative thinking will be critical to understand how one objective or decision can impact another. A high standard of professionalism, initiative, and productivity is expected, aligned with our LeadBLU principles: Do the Right Thing, We Before Me, and Inspire What's Possible. This role will report to the Vice President, Sales and Marketing and will be a key player for our team's success.

Requirements

• Minimum 5 years of administrative assistant, project management or similar experience, including executive calendar management and executive support
• Associates or Bachelor's degree preferred
• Proficient skills in Microsoft Word, Excel, Outlook and PowerPoint
• Enjoys a fast-paced day, juggling multiple needs at once
• Ability to create a plan, establish a workflow, and see a project through to successful completion
• Problem-solving and innovative thinking required for project management
• Ability to analyze and anticipate issues, developing effective plans to achieve goals
• Detail-orientation to ensure accuracy of work output before completion
• Ability to make strategic decisions about trade-offs in calendar priorities based on multiple factors
• Proven organization skills and project management experience
• Event management skills are a plus

Responsibilities

• Manage and prioritize all incoming meeting requests for the team leader, continuously staying in sync to reprioritize based on goals and emerging needs
• Take ownership for ensuring successful meetings, proactively managing: room setup, AV/printing, food/drink, supplies, attendee communications/agenda, etc.
• Manage contract approval and tracking, as well as accurate processing, coding and tracking of all invoices
• Greet visitors and internal customers, delivering a far superior experience to all
• Handle all arrangements for new hires on the team, coordinate all the necessary components to ensure each person is set up for success upon arrival and onboarding check-ins are booked
• Team communications around training requirements and companywide programs
• Manage complex meeting workstreams for companywide special projects
• Project management for the company's annual sales and marketing conferences, including event management, on-site logistics/setups/menus, contracts and more
• Manage planning, booking and support for both small team events and mission-critical company workshops (potential travel, meeting with suppliers, partners, and other responsibilities for successful execution through the day of the event)
• Build relationships to effectively coordinate with other administrative/executive support across the company for optimal scheduling and efficiency
• Oversee shipping and receiving of packages, physical storage, and ordering/management of supplies for the team
• Arrange travel and expense reporting for the team leader
• Effectively work and build relationships with those of diverse backgrounds and organizational levels
• Perform regular administrative tasks and overall office management, special projects and other duties as assigned

Benefits

• Medical and prescription drug plans that includes no additional cost vision coverage
• Dental plan
• 401k retirement plan with a generous Mortenson match
• Paid time off, holidays, and other paid leaves
• Employer paid Life, AD&D, and disability insurance
• No-Cost mental health tool and concierge with extensive work-life resources
• Tuition reimbursement
• Adoption Assistance
• Gym Membership Discount Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Heavy and Civil Engineering Construction
• Education Level: Associate degree