EXECUTIVE ASSISTANT- WIND

4 weeks ago

Fleming, United States Mortenson 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 position is based in Minnesota and does not offer relocation assistance.

Are you organized and efficient at multi-tasking? Do you love to work independently? Mortenson is currently seeking an Executive Administrative Assistant to handle a wide range of administrative and executive support tasks in our Wind Operating Group. Your ability to remain flexible, inventive, dedicated, and efficient with a high level of integrity and confidentiality is vital to your success in this role. Excellent written and verbal communication skills are necessary as you will be interacting with staff at all levels in an ever-changing environment. Your extraordinary customer service abilities will ensure every customer has a superb experience when they are at Mortenson facilities. There are opportunities for personal growth potential in this market for those seeking career growth.  

Responsibilities:

Meeting coordination

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

Travel management

  • Research and book travel for individuals, as well as 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, including researching, and making restaurant reservations
  • 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
  • Provide business plan development support

Equipment and supply management

  • Order and track technology items; computers, laptops, tablets, hot spots, and printers
  • Reconcile eSA (e-Systems Access) report
  • Maintain printers, and order general office supplies as needed

Other duties as assigned, may include but not limited to:

  • Distribute mail and make shipping labels for team members
  • Set up, organize, and manage filing systems to ensure organized paperwork
  • Perform contract document comparisons
  • Print, put together, and distribute binders for Mortenson Support Team meeting attendees
  • Prepare for new arrivals: prepare workspaces, coordinate orientation, provide access keys and phone equipment
  • Perform apparel ordering
  • Conduct 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
  • Greet and direct visitors
  • Support General Manager and Director of Operations with a project staffing and tracking spreadsheet
  • Supervise other office support staff (future)
  • Provide training, job assignments, and handle career development
  • Approve timecards for on-site team members
  • Review work performance; figure out rewards and/or performance management measures

Qualifications:

  • Minimum four years administrative experience, with at least one year of executive administrative support required
  • Detail orientation and ability to organize and run multiple projects
  • Excellent organization 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 professional attitude and strong customer service skills
  • Ability to craft systems and processes, and seek out additional responsibilities

Education:

  • Associate’s or Bachelor's degree in business administration or equivalent experience

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

Visa sponsorship is not offered for this position.

** No Agency emails, calls or solicitations accepted ** 

#LI-GBI

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