Executive Assistant Job at Mortenson in Minneapolis

ABOUT MORTENSON

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

Mortenson is seeking an Executive Assistant who will be responsible for providing support to executive finance leader(s) in a manner reflecting the company's values and unwavering commitment to deliver an exceptional experience to our customers, business associates, and team members.

RESPONSIBILITIES

* Manage calendar and schedule meetings

* Make travel arrangements and reservations

* Prioritize and manage multiple projects simultaneously and follow-through on issues in a timely manner

* Create, manage, coordinate, and publish Audit Committee and Investment Committee materials.

* Attend and create meeting minutes of the Investment Committee of the Board of Directors

* Work closely with Assistants to the Chairman and the CEO, ensuring strong teamwork and coordination of board, committee, and financial work streams, materials, and communications.

* Create visuals and presentations for internal and external audiences, draft written communications - from ideas and concepts to finished product.

* Coordinate large meetings from planning to execution, including venue selection, room reservations, video conferencing, material distribution, catering, communication, and team member gifts (if needed)

* Organize and support annual business planning for CFO areas of responsibility

* Communicate and handle incoming and outgoing electronic and written communication

* Manage expense reporting in an accurate and timely manner

* Project management responsibilities as assigned/as develop

* Support and coordinate onboarding of new team members reporting directly to supported executives

* Maintain and create filing and tickler systems, organizing paperwork, prioritizing, etc. Responsible for managing financial records retention to policy and annual destruction of confidential data.

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

* Make and answer telephone calls promptly, efficiently, professionally, and in a welcoming and friendly manner

* All other duties as assigned

QUALIFICATIONS

* Bachelor's degree preferred but not required

* Minimum of 10 years supporting senior executives in a corporate environment

* Highly proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint), ability to learn and become proficient with online portals (NASDAQ Boardvantage) and online survey tools (SurveyMonkey), core infrastructure systems (Oracle), and basic understanding of computer networks

* Consistently maintain a high level of professionalism and confidentiality

* Anticipate needs, problems, critical issues, and opportunities as they arise; along with the capability to creatively problem solve and deliver viable solutions

* Excellent written and verbal communication skills and attention to detail are of vital importance

* Interact with a wide variety of staff and management at all levels in an ever-changing environment while remaining flexible, resourceful, proactive, and efficient

* Unimpeachable degree of confidentiality with sensitive and confidential information, extreme discretion, and prudence is imperative as this role will have access to financial and personnel data

* Ability to perform complicated assignments as well as mundane tasks

* A good sense of humor, positive attitude, and helpful demeanor are essential

* Active listening skills and effective communication including an openness to diverse input and feedback

* Ability to conduct basic research; can comfortably navigate the Internet, filter out pertinent information and provide documentation and summary of research results

* Excellent phone skills

Mortenson is an EOE/Affirmative Action/M/F/Veteran/Disabled employer.

Visa sponsorship is not offered for this position.

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.

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