Mortenson · 12 hours ago
Executive Assistant - Vermilion
Minneapolis, MN
Full-time
Hybrid
Senior Level
$38.51/hr - $51.97/hr
5+ years expMortenson is a growth and community-oriented, family-owned enterprise, and they are seeking an Executive Assistant to support their leaders and team at Vermilion. The role involves managing executive calendars, coordinating meetings, and handling various administrative tasks to ensure smooth operations and productivity.
Commercial Real EstateConstructionReal Estate
No H1B
Responsibilities
Manage and prioritize all incoming meeting requests for the 3 leaders and Vermilion team, continuously staying in sync to reprioritize based on goals and emerging needs
Serve as our Vermilion 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
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
Manage team calendar
Manage Vermilion Website / LinkedIn presence
Assist with the preparation of Board Meeting materials for M.A. Mortenson Companies and Mortenson Family board meetings
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 leader level positions (5)
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
Qualification
Required
Associate or bachelor's degree preferred
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
Ability to work in the office 3+ days per week and as required to fulfill duties of the role
Benefits
Medical and prescription drug plans that includes 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
Company
Mortenson
Mortenson is a U.S.-based, top-25 builder, developer and provider of energy and engineering services committed to helping organizations move their strategies forward.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Will Adams
VR Developer
Recent News
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