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 conciergewith 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 consideration given to internal equity.

#LI-TD1 #LI-Onsite

Please make note:

• Visa sponsorship is not offered for this position.
• Our postings are typically open a minimum of 5 days and an average of 44 days.

ABOUT MORTENSON

As a top builder, developer, and EPC (Engineering, Procurement, and Construction), 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

Equal Employment Opportunity

Your uniqueness brings new and creative perspectives to the team. Mortenson is committed to providing equal opportunities of employment (EOE) to all individuals, regardless of your race, religion, gender, national origin, age, veteran status, disability, marital status or any other legally protected category.

Other Items to Note

• Mortenson reserves the right to hire any individual without legal or financial obligation on unwanted solicitations.No agency emails, calls, or solicitations are accepted without a valid agreement.
• Must be currently legally authorized to work in the U.S. without sponsorship for employment visa status (e.g., H1B status, 0-1, TN, CPT, OPT, etc.). We are unable to sponsor or take over sponsorship of an employment Visa at this time.