Executive Assistant

Mortenson; Minneapolis (MN); On-site; USD 53,051 - 71,593; Full time

Benefits offered by this job

Medical plan

Dental plan

401k match

Paid time off

Life and disability insurance

Mental health resources

Tuition reimbursement

Adoption assistance

Gym discount

Job summary

Mortenson is seeking an Executive Assistant to support senior leadership with high professionalism and confidentiality. You will manage calendars, arrange travel, prepare communications, and coordinate with a team of assistants on board and committee materials.

Responsibilities include creating visuals, coordinating large meetings, and organizing annual business planning. Strong Microsoft Office skills, Boardvantage, and Oracle knowledge are preferred.

Qualifications

• Bachelor’s degree preferred but not required.
• Minimum of 10 years supporting senior executives in a corporate environment.
• Proficiency in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint), Boardvantage, SurveyMonkey, Oracle.
• Consistency in professionalism and confidentiality.
• Ability to anticipate needs and problems and deliver solutions.
• Excellent written and verbal communication and attention to detail.
• Strong relationship-building across diverse backgrounds and levels.
• Positive attitude and helpful demeanor; active listening and openness to feedback.
• Strong research skills and the ability to summarize findings.

Responsibilities

• Manage calendar and schedule meetings.
• Make travel arrangements and reservations.
• Prioritize and manage multiple projects and follow through.
• Create, manage and publish key business materials.
• Coordinate board, committee materials and communications with Executive Assistants.
• Create visuals and presentations for internal/external audiences; draft communications.
• Coordinate large meetings from planning to execution, including venue, catering, video conferencing, and gifts.
• Organize annual business planning for leader areas of responsibility.
• Handle incoming/outgoing electronic and written communications.
• Manage expense reporting and project management tasks as assigned.
• Support onboarding of new team members reporting to executives.

Skills

Calendar management

Executive support

Communication

Discretion/confidentiality

Multitasking

Team coordination

Phone etiquette

Attention to detail

Executive support

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Boardvantage

SurveyMonkey

Oracle

Job description

SUMMARY

Mortenson is seeking an Executive Assistant who will be responsible for providing support to senior leadership in a manner reflecting the company’s values and unwavering commitment to deliver an exceptional experience to our customers, business associates, and team members.

RESPONSIBILITIES

• Manage calendar and schedule meetings
• Make travel arrangements and reservations
• Prioritize and manage multiple projects simultaneously and follow-through on issues in a timely manner
• Create, manage, coordinate, and publish key business materials.
• Work closely with a team of Executive Assistants, ensuring strong teamwork and coordination of board, committee, materials, and communications.
• Create visuals and presentations for internal and external audiences, draft written communications – from ideas and concepts to finished product.
• Coordinate large meetings from planning to execution, including venue selection, room reservations, video conferencing, material distribution, catering, communication, and team member gifts (if needed)
• Organize and support annual business planning for leader areas of responsibility
• Communicate and handle incoming and outgoing electronic and written communication
• Manage expense reporting in an accurate and timely manner
• Project management responsibilities as assigned/as develop
• Support and coordinate onboarding of new team members reporting directly to supported executives
• Maintain and create filing systems, organizing paperwork, prioritizing, etc. Responsible for managing records retention to policy and annual destruction of confidential data.
• Effectively work and build relationships with those of diverse backgrounds and organizational levels
• Make and answer telephone calls promptly, efficiently, professionally, and in a welcoming and friendly manner
• All other duties as assigned

QUALIFICATIONS

• Bachelor’s degree preferred but not required
• Minimum of 10 years supporting senior executives in a corporate environment
• Highly proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint), ability to learn and become proficient with online portals (NASDAQ Boardvantage) and online survey tools (SurveyMonkey), core infrastructure systems (Oracle), and basic understanding of computer networks
• Consistently maintain a high level of professionalism and confidentiality
• Anticipate needs, problems, critical issues, and opportunities as they arise; along with the capability to creatively problem solve and deliver viable solutions
• Excellent written and verbal communication skills and attention to detail are of vital importance
• Interact with a wide variety of staff and management at all levels in an ever-changing environment while remaining flexible, resourceful, proactive, and efficient
• Unimpeachable degree of confidentiality with sensitive and confidential information, extreme discretion, and prudence is imperative as this role will have access to financial and personnel data
• Ability to perform complicated assignments as well as mundane tasks
• A positive attitude, and helpful demeanor are essential
• Active listening skills and effective communication including an openness to diverse input and feedback
• Ability to conduct basic research; can comfortably navigate the Internet, filter out pertinent information and provide documentation and summary of research results
• Excellent phone skills

BENEFITS

A few benefits offered include:

• Medical and prescription drug plans that include 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

The base hourly pay range for this role is $38.51 - $51.97. (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. This position is eligible for Mortenson’s incentive plan.

#LI-PM1 #LI-onsite

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.