Executive Assistant - Vermilion

Mortenson • Robbinsdale, MN

11d • $39 - $52 • Onsite

About The Position

This is an exciting opportunity to be part of the Vermilion team! The Executive Assistant will play a key role in ensuring that our leaders and team meet their goals and commitments by setting our leaders and team up for success in managing deadlines and workload. The right candidate will be equally passionate about delivering highly accurate work product, process improvement, learning new things and exercising creative muscles with special projects and event management. This is a position that can be structured as a career unto itself, or this role can lead to future career opportunities around the organization, if preferred.
To be successful in this role, you are expected to deeply understand our team priorities and how our work impacts M.A. Mortenson Companies, Inc., to make strategic decisions about executive calendar management and improving our productivity. You will establish and follow a smooth process for Vermilion’s fast-paced and ever-changing daily needs, with meticulous documentation to allow for building upon success and pushing us to even greater results.
A high degree of helpfulness and collaboration 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. High quality, professional work product is expected to be performed with initiative, productivity, and behavior consistent with our LeadBLU principles: Do the Right Thing, We Before Me, and Inspire What’s Possible.
Vermilion is seeking an Executive Assistant who brings strong expertise and practical experience in all aspects of the role. This individual supports the VP Finance and VP HR for Vermilion, Vermilion Managing Director, and Vermilion team as we seek to grow our investment portfolio in a fast-paced environment.

Requirements

• Associate or bachelor’s degree preferred
• Minimum 5 years of administrative assistant or office management experience, including executive calendar management and executive support
• Proficient skills in Microsoft Word, Excel, Outlook and PowerPoint
• Very detail-oriented to ensure accuracy of work output before completion
• Ability to make strategic decisions about trade-offs in calendar priorities based on multiple factors including, but not limited to: event dates, project deadlines, company impact, and individual team member needs
• Quick to learn and pick up on process management, motivated by continuous learning, incorporating new information into daily practice, and enjoy making process improvements
• Proven organization skills and project management experience
• Active listening skills and effective communication including an openness to diverse input and feedback
• Ability to work in the office 3+ days per week and as required to fulfill duties of the role.

Responsibilities

• Manage and prioritize all incoming meeting requests for the 3 leaders and Vermilion team, continuously staying in sync to reprioritize based on goals and emerging needs
• Serve as our Vermilion team expert for meeting set up and best practices, establishing a successful and smooth process to optimize for each type of meeting – in-person, virtual or hybrid
• Take full ownership of setting up each meeting, proactively addressing specific requirements including: room arrangements, IT/AV, food/drink, ensuring all supplies are ready for the work in the room, etc.
• Build relationships to effectively coordinate with other administrative/executive support across the company for optimal scheduling and efficiency
• Follow protocol, as established by team leader, for writing and sending communications and documents to different levels of the company
• Partner with others on the team to support incoming contract approvals, deadlines, and accurate and timely processing and tracking of all invoices
• Welcome new challenges with a problem-solving approach, using your learning and process improvement skills to create new ways to get our work done better
• Handle event planning and support for both small team events and mission-critical company workshops (this could entail some travel, meeting with suppliers, partners, and other responsibilities for successful execution through the day of the event)
• Greet visitors and customers, delivering a far superior experience to all
• Perform regular administrative tasks and overall office/team project management
• Set up, organize and manage electronic and physical filing systems
• Manage team calendar
• Manage Vermilion Website / LinkedIn presence
• Assist with the preparation of Board Meeting materials for M.A. Mortenson Companies and Mortenson Family board meetings
• Handle all arrangements for new hires on the team, serve as the coordinator for ordering all the necessary components to ensure each person is set up for success immediately
• Arrange travel and expense reporting for the leader level positions (5)
• Oversee shipping and receiving of packages
• Effectively work and build relationships with those of diverse backgrounds and organizational levels
• Special projects and all 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: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees