Executive and Legal Assistant

We build trust among our communities and our people by cultivating the right team for every job. We are committed to fostering a creative and collaborative culture with a focus on career growth and balance in the workplace.

AP has diligently built a strong foundation of expertise, experience and exceptional results. We continually invest in our talented team by providing the latest tools, technologies and training necessary to stay ahead of the curve. We set our employees up for long-term success through mentorship opportunities and professional growth and advancement for every person in every role.

We recognize the contributions of our team members with unique experiences and capabilities and strive to establish a work environment that maximizes our collective potential. Going beyond the build for our employees lays a strong foundation for success across AP. We commit to a balanced, value-centered work environment for meaningful projects, careers and talent.

Job Description:

Adolfson and Peterson Construction is currently hiring for an Executive & Legal Assistant. This role will provide confidential high-level administrative support to company executives and legal team by handling travel, scheduling, preparing reports, and performing executive-level administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and event/meeting planning. This position offers a variety of tasks and roles within the organization that allow you to flex your numerous talents and ability to multi-task and prioritize.

Responsibilities:

• Take personal responsibility for working safely within an Incident and Injury Free (IIF) culture.
• Provide high-level executive administrative support to Executive Team and Legal Team.
• Proactive management of calendars, understanding of conflicting priorities and self-resolution, working with Executive team to align on prioritization and demands
  • Performs desktop publishing; create and develop visual presentations in PowerPoint and reports in Excel.
  • Completes executive team, legal team, board of director and shareholder expense reports.
  • Establish and maintain filing systems; retrieve data and respond to requests for information.
  • Conserve executives’ time by reading, researching, and routing correspondence; draft letters and comments; collect and analyze information; initiate communications.
  • Coordinate activities of the executive team where appropriate to maximize their efficiency and time management.
• Plan, organize, and coordinate complex special events, meetings, travel, activities, and mailings for the executive team, board of directors, shareholders, legal team, and executive level project groups.
  • Coordinate calls and meetings to include catering, scheduling conference rooms, and room set up.
  • Plan and coordinate executive team, legal team, board of directors’ and shareholders’ travel.
  • Schedules ad hoc meetings as needed.
• Serves as administrative point of contact for board of directors and shareholders.
  • Routinely interact with the highest levels of the organization, as well as shareholders, clients, and community and organization leaders in coordinating projects, meetings, and phone calls with executives.

• Manage projects and/or be a collaborative committee team member on projects.

• Professionally represent AP and the executive team; promote internal and external customer confidence and a positive company culture by projecting a positive and professional presence while maintaining strict confidentiality.
  • Answer, direct, and screen phone calls; handle deliveries; greet guests and visitors.
  • Refer visitors, callers, and inquiries to the appropriate organizational resource.
  • Work closely with clients and customers to support their needs.
  • Protect executives’ time and resources by appropriately and professionally managing and redirecting the flow of inquiries, requests, and visits.
  • Respond to unexpected events in a calm and professional manner that serves to de-escalate and support a productive outcome.
• Other duties as assigned.

Requirements:

• History of experience and proven results including:
  • High school diploma or equivalent plus formal training for an executive administrative role and 5+ years of executive level administrative support experience. Bachelor’s degree preferred.
  • Advanced proficiency with Microsoft Office including Word, Excel, and PowerPoint.
  • Advanced proficiency with video conferencing solutions including Microsoft Team and Zoom
  • Ability to handle confidential information with absolute discretion.
• Experience in meeting planning