Executive Assistant

Executive Assistant

SUMMARY

Responsible for providing high quality, professional, and timely executive assistance to Operating Group Leadership.

Location: Minneapolis, MN

RESPONSIBILITIES

Meeting Coordination

• Schedule meetings and assure details for rooms, equipment, catering, GoTo participants, etc.
• Work effectively with team member calendars for one-time or repeating meetings.
• Prepare material and documents for various meetings and events.
• Capture, prepare, and distribute meeting minutes.
• Prepare PowerPoint presentations as needed.
• Research and set up off-site meeting space.

Travel Management

• Research and book travel.
• Coordinate and arrange group travel.
• Handle conference and hotel registrations.
• Prepare and reconcile travelers' expense reports in an accurate and timely manner.

Events Planning

• Planning, preparation, and coordination of the annual meeting.
• Coordinate ticketing and food orders for operating group customers and team member outings.
• Plan miscellaneous customer and team building events.
• Perform Service Awards planning and preparation.
• Spearhead group participation in multiple stewardship and United Way events.
• Plan and implement the holiday card and gift mailing.
• Research and make restaurant reservations.
• Provide business plan development support.

Equipment and Supply Management

• Order and track technology items; computers, laptops, tablets, hot spots, and printers.
• Reconcile ESA report.
• Maintain printers; making maintenance calls and stocking supplies.
• Order needed general office supplies.

Other Duties as Assigned, Including:

• Sort and distribute mail.
• Create UPS shipping labels for team members.
• Set up, organize, and manage filing systems to ensure organized paperwork.
• Perform contract document comparisons.
• Print, assemble, and distribute binders for Mortenson Support Team meeting attendees.
• Prepare for new team member arrivals by preparing workspace, coordinating orientation, and providing access keys and phone equipment.
• Perform apparel ordering.
• Conduct EDM invoice processing and obtain approval(s).
• Prepare and distribute HR Action, Traveler and Relocation, and Assignment Notification Forms.
• Format and print a variety of documents, presentations, and contracts.
• Provide back-up for front reception desk breaks on a monthly basis.
• Support Director of Operations with a project staffing and tracking spreadsheet.
• Effectively work and build relationships with those of diverse backgrounds and organizational levels.

QUALIFICATIONS

• Ability to maintain a high level of confidentiality and discretion.
• Detail orientation and ability to organize and manage multiple projects.
• Excellent organizational and multi-tasking skills, with the ability to be flexible as needed.
• Proficient skills in Microsoft Word, Excel, Outlook, and Power Point.
• Adaptive, effective communication and active listening skills.
• Positive and professional attitude and strong customer service skills.
• Active listening skills and effective communication including an openness to diverse input and feedback.
• Associate or Bachelor's degree in business administration or equivalent experience
• Minimum four years administrative experience, with at least one year of executive administrative support required
• Construction-related business experience preferred

A few benefits offered include:

(for Non-Craft & Non-Union Craft working 25+ hours / week)

• 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 conciergewith extensive work-life resources
• Tuition reimbursement
• Adoption Assistance
• Gym Membership Discount Program

The base pay range for this role is $37.79 - $51.01. (Actual range is higher for the following office locations: Denver, CO and Chicago, IL - 5%, Seattle, WA, and Portland, OR - 10%, Washington, D.C. - 12.5%).

Base pay is positioned within the range based on several factors including an individual's knowledge, skills, and experience, with consideration given to internal equity.

#LI-JF1 #LI-Hybrid

Please make note:

• Visa sponsorship is not offered for this position.
• Our postings are typically open a minimum of 5 days and an average of 44 days.

ABOUT MORTENSON

As a top builder, developer, and EPC (Engineering, Procurement, and Construction), our expertise spans markets like sports, renewable energy, data centers, healthcare, and more. We are builders at heart, working to ensure the built environment has a lasting positive impact.

Let's Redefine Possible

Equal Employment Opportunity

Your uniqueness brings new and creative perspectives to the team. Mortenson is committed to providing equal opportunities of employment (EOE) to all individuals, regardless of your race, religion, gender, national origin, age, veteran status, disability, marital status or any other legally protected category.

Other Items to Note

• Mortenson reserves the right to hire any individual without legal or financial obligation on unwanted solicitations.No agency emails, calls, or solicitations are accepted without a valid agreement.
• Must be currently legally authorized to work in the U.S. without sponsorship for employment visa status (e.g., H1B status, 0-1, TN, CPT, OPT, etc.). We are unable to sponsor or take over sponsorship of an employment Visa at this time.