Executive Assistant

As a Top 25 builder, developer, and EPC, 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® 

SUMMARY  

Responsible for providing high quality, professional, and timely executive assistance to Operating Group Leadership. 

Location: Minneapolis, MN 

RESPONSIBILITIES 

Meeting Coordination 

Schedule meetings and assure details for rooms, equipment, catering, GoTo participants, etc. 

Work effectively with team member calendars for one-time or repeating meetings. 

Prepare material and documents for various meetings and events. 

Capture, prepare, and distribute meeting minutes. 

Prepare PowerPoint presentations as needed. 

Research and set up off-site meeting space. 

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 annual meeting. 

Coordinate ticketing and food orders for operating group customers and team member outings. 

Plan miscellaneous customer and team building events. 

Perform Service Awards planning and preparation. 

Spearhead group participation in multiple stewardship and United Way events. 

Plan and implement the holiday card and gift mailing. 

Research and make restaurant reservations. 

Provide business plan development support. 

Equipment and Supply Management 

Order and track technology items; computers, laptops, tablets, hot spots, and printers. 

Reconcile ESA report. 

Maintain printers; making maintenance calls and stocking supplies. 

Order needed general office supplies. 

Other Duties as Assigned, Including: 

Sort and distribute mail. 

Create UPS shipping labels for team members. 

Set up, organize, and manage filing systems to ensure organized paperwork. 

Perform contract document comparisons. 

Print, assemble, and distribute binders for Mortenson Support Team meeting attendees. 

Prepare for new team member arrivals by preparing workspace, coordinating orientation, and providing access keys and phone equipment. 

Perform apparel ordering. 

Conduct EDM invoice processing and obtain approval(s). 

Prepare and distribute HR Action, Traveler and Relocation, and Assignment Notification Forms. 

Format and print a variety of documents, presentations, and contracts. 

Provide back-up for front reception desk breaks on a monthly basis. 

Support Director of Operations with a project staffing and tracking spreadsheet. 

Effectively work and build relationships with those of diverse backgrounds and organizational levels. 

QUALIFICATIONS AND EDUCATION 

Ability to maintain a high level of confidentiality and discretion. 

Detail orientation and ability to organize and manage multiple projects. 

Excellent organizational 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 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 

BENEFITS 

Mortenson provides a comprehensive benefits program to team members and their families to support their health, build long-term financial security, and provide the opportunity for work and life balance. Benefits offered to non-craft; non-union, full-time team members include: 

Medical and prescription drug plans – the choice between two affordable HSA-eligible medical plans that include vision coverage. 

Dental plan. 

401k retirement plan with generous matching and profit-sharing contributions. 

Paid time off, holidays, and other paid leaves. 

Life, AD&D, and disability insurance. 

Employee assistance program online mental health tool and concierge. 

Tuition reimbursement. 

Adoption Assistance. 

Gym Membership Discount Program.  

Identity Theft Protection. 

Mortenson is an EOE/Affirm