Executive Assistant

Gardner Builders; Minneapolis (MN); On-site; USD 4,550,000 - 5,460,000; Full time

Benefits offered by this job

Paid parking or public transportation

Company-provided phone and laptop

Job summary

Gardner Builders is seeking a seasoned executive support professional to coordinate calendars, travel, and critical projects across teams. You will manage schedules, prepare materials for leadership meetings, and act as a liaison to ensure timely, accurate communication.

The role emphasizes discretion, proactive problem-solving, and the ability to navigate changing priorities. You will report to the Executive Office, supporting senior leaders and cross-functional initiatives in a fast-paced

Qualifications

• Minimum of 5 years’ experience in a fast-paced support or coordination role.
• Strong organizational and time management skills with a proactive approach to problem-solving.
• Comfortable navigating a variety of digital tools and platforms; quick to learn new systems.
• Proficient with Google Workspace and project management tools (Asana).
• Excellent written and verbal communication skills.

Responsibilities

• Manage executive and departmental calendars, coordinate schedules, and prepare materials for meetings.
• Organize leadership team meetings, team retreats, and company events, including securing locations, contracts, catering, and tech needs.
• Coordinate travel arrangements and prepare agendas and expense reports.
• Compose, edit, proof, and process correspondence, speeches, presentations, charts, etc.
• Anticipate senior leaders' needs and proactively manage priorities.

Skills

Executive support

Cross-functional coordination

Communication

Time management

Education

Associates or Bachelor's degree

Tools

Google Docs

Google Sheets

Excel

PowerPoint

Asana

Job description

At Gardner, we believe commercial construction should feel as welcoming as it is professional. That’s why we don’t just build and remodel —we build relationships, rooted in hospitality. Our mission is to set the platinum standard for our clients, partners, and team members by delivering exceptional results while embodying our core values: passion, humility, excellence, empathy, and nimbleness. We bring a hospitality-driven approach to every project, ensuring that every interaction is thoughtful, responsive, and human-centered.

Who You Are

You’re a thoughtful, adaptable, and service-driven professional who thrives at the center of a fast-paced, ever-changing environment. You bring structure to moving parts, anticipate needs before they’re spoken, and keep details aligned behind the scenes so others can shine. While you’ll report directly to one executive, your reach will extend across multiple teams and stakeholders, making your ability to communicate clearly, build trust, and navigate shifting priorities essential. You’re outgoing and approachable, confident in following up to get the information you need, and comfortable balancing high-level strategy with on-the-ground execution. You know when to dig in, when to zoom out, and when to ask the hard questions. With strong emotional intelligence, natural curiosity, and a bias for action, you take pride in helping others do their best work, and making sure nothing important falls through the cracks.

How You’ll Contribute

Support & Coordination

• Manage executive and departmental calendars, coordinate schedules, and prepare materials for meetings.
• Organize leadership team meetings, team retreats, and company events, including securing meeting locations, hotel contracts, catering/reservations, and technology needs.
• Coordinates travel arrangements and meetings, including preparing agendas and materials as well as prepares and reconciles traveler's expense reports.
• Compose,edit, proof, and process correspondence, speeches, presentations, graphs, charts, etc. as required.
• Anticipates the needs of senior leaders and proactively manage priorities.

Project & Initiative Tracking

• Track action items from meetings and strategic initiatives, ensuring timely completion through follow-up with team members and department leads.
• Maintain visibility on the progress of critical initiatives and provide leadership with regular status updates.

Data Gathering & Reporting

• Compile and synthesize information such as project performance metrics, financial summaries, and operational benchmarks.
• Present data in a clear and actionable way to support informed decision-making by the leadership team.

Cross-Functional Communication

• Act as a communication liaison across departments, ensuring information flows accurately and efficiently throughout the organization.
• Help align teams by facilitating the exchange of timely and relevant updates, priorities, and decisions.
• Assumes special projects and work through solutions with minimal supervision, which may include supporting needs of other departments or cross-functional initiatives.

What You’ll Bring

• Minimum of 5 years’ experience in a fast-paced support or coordination role, preferably with direct experience supporting executive leaders or managing cross-functional projects
• Strong organizational and time management skills with a proactive approach to problem-solving
• Comfortable navigating a variety of digital tools and platforms; quick to learn new systems and leverage technology to improve efficiency and collaboration
• Comfort working with data, reports, and project management tracking tools (Google Docs, Google Sheets, Excel, PowerPoint, and project management platforms such as Asana)
• Excellent written and verbal communication skills
• Ability to approach responsibilities with a sense of urgency
• Ability to handle sensitive information with discretion
• Ability to travel on occasion to support events or meetings
• Ability to maintain a satisfactory motor vehicle record

What Will Set You Apart

• Familiarity with the construction industry
• Experience planning leadership offsites or coordinating large-scale internal events
• A background in operations, project management, project coordination, or executive administration
• Working knowledge of Google Workspace
• Experience working in an EOS organization
• Associates or Bachelor’s degree

Why Join Gardner Builders?

We are proud to be recognized as:

• 7-Time “Best Places to Work” by Minneapolis/St. Paul Business Journal
• 6-Time “Top 150 Workplaces” by Minneapolis Star Tribune
• #1 Top Workplace in Construction by Star Tribune (2023)
• 4-Time “Best Workplace” by Inc Magazine
• “Best Places to Work” by Milwaukee Business Journal

Our culture-first approach encourages personal and professional growth, an EOS-led structure, and a commitment to building a workplace where everyone feels valued, challenged and loves coming to work.

• Annual Salary: $100,000 - $120,000 (paid weekly) + discretionary bonus.
• Comprehensive Benefits: Health, dental, vision, HSA with employer contribution, and 401k plan with employer contribution
• Ancillary Benefits: Company paid basic life & AD&D insurance, company paid long term disability, company paid employee assistance program, accident insurance, and critical illness insurance
• Perks: Paid parking or public transportation costs, company-provided phone and laptop.
• Work-Life Balance: Generous paid time off, paid sabbatical leave, paid bereavement leave, paid parental leave, free onsite fitness facility, and regular company and team outings.

Interview Process

Our process typically includes three conversations (phone and in-person) to ensure a mutual fit.

Pre-Employment Screening

Drug screen and background check required.

Other Items to Note

• Gardner 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.
• We are only considering local candidates at this time. We are unable to provide relocation assistance at this time.