Dec 05, 2019
Overview Company Overview: Mortensons success is not a matter of luck; its a result of our ingenuity, expertise, and exceptional people coupled with our unparalleled focus on customer service. Our foundation and culture are based upon our values of trust, safety, teamwork, responsibility, service and stewardship. We are inspired by a compelling purpose to build structures and facilities for the advancement of modern society and a mission to create an exceptional customer experience. Mortenson has built a reputation for being a leader in our industry and in the communities in which we live and work. It all starts with our extraordinary people and collaborative teams. Mortenson has been voted a \"best place to work\" over 40 times since 2002\u2026 \u2026What are you waiting for? The Big Picture: Do you have high-level organization skills and an upbeat positive attitude? Mortenson is currently seeking an Executive Assistant to 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 What will you be doing? Meeting coordination Schedule meetings and assure details for rooms, equipment, catering, participants, etc. Work effectively with team member calendars for one-time or repeating 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 individuals, as well as 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, including researching and making restaurant reservations 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 Provide business plan development support Equipment and supply management Order and track technology items; computers, laptops, tablets, hot spots, and printers Reconcile eSA (e-Systems Access) report Maintain printers, and order general office supplies as needed Other duties as assigned, may include but not limited to: 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 Prepare for new arrivals: prepare work spaces, coordinate orientation, provide access keys and phone equipment Perform apparel ordering Conduct 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 Supervise other office support staff Provide training, job assignments, and handle career development Approve time cards for on-site team members Review work performance; figure out rewards and/or performance management measures Qualifications How will you succeed? Minimum four years 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 and active listening skills Positive professional attitude and strong customer service skills Ability to craft systems and processes, and seek out additional responsibilities Education: Associates or Bachelor's degree in business administration or equivalent experience Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.
Construction Jobs Inc Minneapolis, MN, USA