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Executive Assistant

4 months ago

Minneapolis, Minnesota, United States Mortenson Construction Full time

ABOUT MORTENSON

As a Top 25 builder, developer, and EPC, 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

SUMMARY

This is an exciting opportunity to be part of a team making an impact across the entire organization You will play a key role in ensuring that our Strategic Marketing team meets all of our goals and commitments for the company on an ongoing basis, 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 the business, in order to make strategic decisions about executive calendar management and improving our productivity. You will establish and follow a smooth process for 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.

This role will report to the Vice President, Strategic Marketing & Business Development and serve as part of the Strategic Marketing team.

RESPONSIBILITIES

  • Manage and prioritize all incoming meeting requests for the team leader, continuously staying in sync to reprioritize based on goals and emerging needs
  • Serve as our 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.
  • Take a lead role in managing logistics for the company's annual sales and marketing conference, including event management, travel, contracts and more
  • 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
  • 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 team leader
  • 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

QUALIFICATIONS

  • 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

EDUCATION

  • Associates or Bachelor's degree preferred

Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.

Visa sponsorship is not offered for this position.

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.

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