Executive Administrative Assistant

Adolfson & Peterson Inc.; Minneapolis (MN); On-site; USD 78,000 - 124,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Life_ins

Health Savings Account

401(k)

Flexible Spending Accounts

Paid Time Off (PTO) & Holidays

Tuition Assistance Program

Employee Referral Bonus

Job summary

Adolfson & Peterson Construction seeks an experienced Executive Administrative Assistant to support the Regional President and Leadership Team. You will manage calendars, coordinate travel, prepare communications and reports, and handle confidential information with discretion.

You will also assist with meeting planning, onboarding, special events, and serve as a communications liaison, ensuring smooth operations across multiple regions.

Qualifications

• High school diploma or equivalent plus formal training for an executive administrative role and 5+ years of executive level administrative support experience.
• Bachelor’s degree preferred.
• Advanced proficiency with Microsoft Office including Word, Excel, and PowerPoint.
• Advanced proficiency with video conferencing solutions including Microsoft Teams and Zoom.

Responsibilities

• Provide high-level executive administrative support to the Regional President and Regional Leadership Team.
• Proactively manage calendars, including awareness and resolution of conflicting priorities.
• Plan, organize, and coordinate complex meetings, travel, and events for the Regional Leadership Team.
• Prepare communications and reports, draft letters, and route correspondence.
• Protect confidential information and coordinate onboarding for new hires.

Skills

Communication

Multitasking

Interpersonal skills

Executive support

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft Teams

Zoom

Job description

Job Description:

Adolfson & Peterson Construction, one of the nation’s top contractors, is recruiting for an experienced Executive Administrative Assistant to provide confidential, high level administrative support to Regional President and Regional Leaders by arranging travel, scheduling meetings, preparing communications, and reports, and performing executive – level administrative functions.

Responsibilities:

• Take personal responsibility for working safely within an Incident and Injury Free (IIF) culture.
• Be a champion to support IIF efforts for working safely and building a culture of care and concern for each team member in the workplace.
• Consistently communicate and reinforce the tenets of an IIF workplace.
• Ensure adherence to processes and procedures that support an IIF culture.
• Provide high-level executive administrative support to the Regional President and Regional Leadership Team.
• Proactively manage calendars, including awareness and resolution of conflicting priorities.
• Partner with Regional Leadership Team to align project prioritization.
• Create and develop PowerPoint presentations and draft and format reports in Excel.
• Complete Regional President and Regional Leadership Team expense reports.
• Establish and maintain filing systems; retrieve data and respond to requests for information.
• Act as the initial point of contact for communications.
• Read, research as necessary and route correspondence; draft letters and comments; collect and analyze information; draft communications.
• Coordinate activities of the Regional Leadership Team where appropriate to maximize efficiency and time management.
• Plan, organize, and coordinate complex special events, meetings, travel, activities, and mailings for the Regional Leadership Team.
• Coordinate calls and meetings to include catering, scheduling conference rooms, and room set up.
• Plan and coordinate Regional President and Regional Leadership Teams’ travel.
• Act as the region’s Onboarding Coordinator to ensure a smooth onboarding process for all new hires.
• Serves as administrative point of contact for Regional President.
• Routinely interact with the highest levels of the organization, shareholders, clients, and community and organization leaders while coordinating projects, meetings, and phone calls with executives.
• Plan and coordinate special regional events and company sponsored functions, including the annual company meeting, holiday party, and regional leadership retreat.
• Manage projects and/or be a collaborative committee team member on projects.
• Professionally represent AP, the Regional President and the Regional Leadership Team; promote internal and external customer confidence and a positive company culture by projecting a professional presence while maintaining strict confidentiality.
• Answer, direct, and screen phone calls; handle deliveries; greet guests and visitors.
• Refer visitors, callers, and inquiries to the appropriate organizational resource.
• Work closely with clients and customers to support their needs.
• Protect executive and leaders’ time and resources by appropriately and professionally managing and redirecting the flow of inquiries, requests, and visits.
• Respond to unexpected events in a calm and professional manner that serves to de-escalate and support a productive outcome.
• Provide additional administrative support for other departments as needed including: Providing back up for the front desk Supporting Regional satellite office duties.
• Other duties as assigned.

Requirements:

• History of experience and proven results including: High school diploma or equivalent plus formal training for an executive administrative role and 5+ years of executive level administrative support experience. Bachelor’s degree preferred.
• Advanced proficiency with Microsoft Office including Word, Excel, and PowerPoint.
• Advanced proficiency with video conferencing solutions including Microsoft Teams and Zoom
• Ability to handle confidential information with absolute discretion.
• Experience in meeting planning including scheduling and coordination.
• Demonstrated high attention to detail.
• Demonstrated integrity and ethical standards.
• Developed skills (written, oral, and listening) to effectively communicate with diverse audiences.
• Ability to efficiently manage multiple projects and priorities simultaneously under time constraints.
• Excellent interpersonal skills with the demonstrated ability to build successful and lasting relationships.
• Availability during non-traditional work hours; occasional calls and coordination needed during evening and weekend hours.

Estimated Pay:

$78,000.00 - $124,000.00

Benefits:

• Medical, Dental, Vision and Life Insurance
• Health Savings Account
• 401(k)
• Flexible Spending Accounts (Dependent & Medical Reimbursement)
• Paid Time Off (PTO) and Holidays
• Tuition Assistance Program
• Employee Referral Bonus

Adolfson & Peterson Construction is an Equal Employment Opportunity Employer

Adolfson & Peterson Construction (AP) is a values-driven construction management and contracting company that is consistently ranked among the top construction managers and general contractors in the nation. We bring positive and measurable change to the communities where we live, work and build. Our ability to adapt and innovate has driven our success for more than 80 years. AP is committed to quality, integrity, innovation, safety, operational excellence, and strong business relationships with our clients and our communities. We offer preconstruction, construction and contracting services in four regions across the country. We employ more than 850 team members who strive for excellence and embody loyalty, trust and genuine love for what they do. We go beyond the build to lay a strong foundation for your success at AP.

Adolfson & Peterson Construction’s (AP) ability to adapt and innovate has driven our success for more than 80 years. We are consistently ranked among the top construction managers and general contractors in the nation while maintaining one of the safest records in the industry. We bring positive and measurable change to the communities where we live, work and build. And we invest in new processes and technology to be operationally excellent and remain at the forefront of the ever-changing industry. We have been committed to quality, innovation, safety and strong relationships since our beginning in 1946. AP offers preconstruction, construction and contracting services to commercial, education, healthcare, hospitality, industrial, multifamily, municipal, data center, and senior living markets with offices across Arizona, Colorado, Minnesota, North Dakota, Texas, and Wyoming. We employ more than 850 team members who strive for excellence and embody loyalty, trust and genuine love for what they do. We go beyond the build for our communities and our people. Adolfson & Peterson Construction is an Equal Employment Opportunity Employer Adolfson & Peterson Construction (AP) is a values-driven construction management and contracting company that is consistently ranked among the top construction managers and general contractors in the nation. We bring positive and measurable change to the communities where we live, work and build. Our ability to adapt and innovate has driven our success for more than 80 years. AP is committed to quality, integrity, innovation, safety, operational excellence, and strong business relationships with our clients and our communities. We offer preconstruction, construction and contracting services in four regions across the country. We employ more than 850 team members who strive for excellence and embody loyalty, trust and genuine love for what they do. We go beyond the build to lay a strong foundation for your success at AP.