Executive Assistant

Executive Assistant

SUMMARY  

Mortenson is currently seeking an Executive Assistant that will provide high quality, professional, and timely executive assistance to ITS Leadership & team members to set them up for success.

RESPONSIBILITIES 

Meeting coordination

• Schedule meetings and assure details for rooms, equipment, catering, participants, etc.
• Work effectively with team member calendars for one-time or recurrent meetings, and proactively adjust for conflicts
• Prepare material, presentation and documents for various meetings and events
• Create visuals and presentations for internal and external audiences, draft written communications – from ideas and concepts to finished product           
• Research and set up off-site meeting space
• Coordinate large meetings from planning to execution, including venue selection, room reservations, video conferencing, material distribution, catering, communication, and team member gifts (if needed)

Travel management

• Research and book travel
• 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 Town Halls, Village Halls, team meetings & workshops
• Create, manage, coordinate, and publish materials, such as Town Hall presentations
• Coordinate food orders for team meetings
• Plan miscellaneous team building events
• Plan and order cards and gifts
• Research and make restaurant reservations
• Provide business plan development support

Onboarding support

• Order laptops
• Assignment cube
• Tours & Introductions
• Schedule Meet & Greet and coordinate orientation
• Swag Gifts

Other duties as assigned, including:

• Coordinate & distribute ITS Quarterly Newsletter
• Mortnet ITS Site Updates
• Annual Assigned Training Coordinator & Reporting (PowerBI & Security Refresher)
• Shipping & Receiving
• Order needed general office supplies
• Conduct Purchase Orders
• Maintain Org Charts & Seating Charts
• Weekly Bend N Stretch Scheduling and Leader Coordination
• DEI & Community Impact Coordination 
• Teach N Treat Coordination
• Facilities Contact (Maintenance Issues, Floor Moves, Holidays, Etc.)

QUALIFICATIONS 

• A high standard of professionalism, initiative, and productivity is expected, aligned with our LeadBLU principles: Do the Right Thing, We Before Me, and Inspire What’s Possible
• Detail-orientation to ensure accuracy of work output
• Problem-solving and innovative thinking will be critical to understand how one objective or decision can impact another
• Ability to analyze and anticipate issues, developing effective plans to achieve goals
• Collaboration and a strong sense of helpfulness across the organization will be necessary to establish an effective time management process in a fast-moving environment
• Excellent organizational and multi-tasking skills, with the ability to be flexible as needed.
• Proficient skills in Microsoft Word, Excel, Outlook, Power Point, Teams, SharePoint
• Adaptive, effective communication and active listening skills 
• Positive and professional attitude and strong customer service skills
• Active listening skills and effective communication including an openness to diverse input and feedback
• Associate or Bachelor's degree in business administration or equivalent experience
• Minimum four years administrative experience, with at least one year of executive administrative support required
• Construction-related business experience preferred

A few benefits offered include:  

(for Non-Craft & Non-Union Craft working 25+ hours / week) 

• 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   

The base pay range for this role is $40.00 - $46.00. (Actu