Executive Assistant

SUMMARY  

Mortenson is currently seeking an Executive Assistant who holds a positive attitude, displays a strong work ethic and can provide high-quality, professional, and timely executive assistance to Operating Group leadership. Strong communication skills are necessary as you will coordinate with staff at all levels in an ever-changing environment. Your ability to remain flexible, inventive, dedicated, and efficient with a high level of integrity and confidentiality is vital to your success in this role.

RESPONSIBILITIES 

Meeting coordination

• Schedule meetings and ensure details for rooms, equipment, catering, participants, etc.
• Work effectively with group leadership calendars for one-time or recurring meetings
• Prepare material and documents for various meetings and events
• Collect, prepare, and distribute meeting minutes, and prepare PowerPoint presentations as needed
• Research and set up off-site meeting space

Travel management

• Research and book travel for group leadership, as well as coordinate and arrange group travel
• Handle conference and hotel registrations
• Prepare and reconcile group leadership’s expense reports in an accurate and timely manner

Event planning

• Planning, preparation, and coordination of the Annual Meeting
• Coordinate ticketing and food orders for operating group customers and team member outings
• Plan miscellaneous customer and team building events, including researching, and making restaurant reservations
• Perform Service Awards planning and preparation
• Assist CIT leaders with group participation in multiple stewardship and Community Impact events
• Plan and implement the holiday gift mailing and party
• Provide planning and travel accommodations for business conferences 
• Provide Business Planning support

IT Equipment and supply management

• Order and track technology items; computers, laptops, tablets, hot spots, and printers
• Manage and reconcile monthly group eSA (e-Systems Access) report
• Maintain printers, and order general office supplies as needed
• Assist with kitchen supply ordering
• Distribute mail and make shipping labels for team members
• Set up, organize, and handle filing systems to ensure organized paperwork
• Perform contract document comparisons
• Print, put together, and distribute binders for Mortenson Support Team meeting attendees
• Orientation Champion: prepare workspaces, coordinate orientation, order new technology
• Perform apparel ordering
• Conduct invoice processing and obtain approval(s)
• Format and print a variety of documents, presentations, and contracts
• Provide support for group specific surveys (Customer PES & Project Pulse) surveys
• Customer relationship management (CRM) system (i.e. Salesforce) data management support compiled from team members. 

QUALIFICATIONS 

• Associate’s or Bachelor's degree in business administration or equivalent experience 
• Minimum 5 years of administrative experience, with at least one year of executive administrative support required
• AEC Industry experience preferred, but not essential
• Detail orientation and ability to organize and run multiple projects
• Excellent organization and multi-tasking skills, with the ability to be flexible as needed
• Proficient skills in Microsoft Word, Excel, Outlook, and Power Point
• Adaptive, effective communication, stern when needed and active listening skills
• Positive professional attitude and strong customer service skills
• Ability to craft systems and processes, and seek out additional responsibilities

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 $37.79/hr - $51.01/hr (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 cons