Executive Assistant Job at MasTec Inc. in Birmingham

Overview The Executive Assistant is responsible for, but not limited to providing high level professional support to the President, the Equipment Center and Facilities in the areas of corporate administration, business processes, events, communications, and projects. Company Overview Founded by Sam Saiia as Birmingham Excavating Co. in 1946, the company now known as Saiia Construction is an industrial heavy civil contractor of choice for the power generation, mineral and aggregate mining, and pulp and paper markets. With more than 630 pieces of construction machinery in our fleet, over 500 employees, and experience working in 11 states, we have the resources and knowledge to complete projects of any scale. As a MasTec Company, we are poised for continued growth and an exciting future! MasTec's Clean Energy and Infrastructure Group (CE&I) is a $4 billion annual revenue business unit that provides construction services for industrial facilities; building products manufacturers, power generation facilities, manufacturing plants; solar, wind, and thermal energy plants; buildings, and infrastructure. Responsibilities Manages the President's electronic contacts to ensure accuracy of contact information. Provides calendar management for the President by planning, coordinating, prioritizing, and ensuring the President's schedule is followed and respected to ensure smooth day-to-day engagements. Works closely with the President to keep the President well informed of upcoming commitments and responsibilities, following up appropriately. Coordinates on behalf of the President communications, including calls, voicemails, emails and direct interface with clients and vendors. Anticipates the President's needs in advance of meetings, conferences, travel, etc. Coordinates executive leadership and client events such as meetings and outings. Coordinate's locations, refreshment and food service for events as required. Produces and distributes documents, meeting minutes, reports, presentations and follows up on action items to drive closure. Serves as liaison on various projects, schedules, communications and reports between the President of Saiia Construction, various IEA business partners such as legal, marketing, equipment etc., and various government and community agencies. Maintains weekly PTO tracker for salary staff. Makes travel arrangements as required. Manages benevolence requests, bereavement and get-well arrangements on behalf of the Company. Manages corporate office kitchen area, includes maintaining stock for area, maintaining appearance. Regularly assesses the facility for needed upgrades or repairs, providing recommendations to President, on areas such as facility lighting, alarm/fire system, HVAC, etc. Solicit estimates for major repair items associated with overall facility. Overall responsibility for selection, evaluation, and guidance of cleaning crew. Maintain safety expectations for facility and direct reports. Manages the Saiia Uniform program. Manages internal and external facilities staff, vendors and projects. Manages calls on behalf of the Equipment and Mobilization Managers in their absence. Produces certificates of insurance on behalf of the Company. Manages the sealed bid process for the sale of equipment on behalf of the Company. Manages the equipment approval and acquisition process. Assist Equipment Center with indexing oil samples in Document Manager. Maintains an organized electronic filing system of documents, meeting minutes, presentations, and history on Saiia Construction Company LLC. Manages supplies for the Corporate office and Field as required. Prepares and submits expense reports providing summary information for budget purposes. Monitors viewpoint for invoice coding and approvals. Qualifications Must have excellent organizational skills. Proficient with computer systems and MS Office Word, Excel, PowerPoint, and Outlook. Experience with ERP system - Vista Viewpoint Preferred. Knowledge of various functional areas of business including accounting, procurement, supply chain, project management and equipment. Must be detail oriented. Ability to communicate effectively in written and verbal correspondence. Ability to use email, smart phone, tablet, or computer to manage company information and documents. Ability to exercise independent judgment in a variety of situations. Ability to work independently on projects, from conception to completion. Ability to source vendors for projects. Ability to build and maintains positive relationships with all levels of the organization. Ability to speak effectively and communicate with general management, customers, vendors, visitors or employees of organization. Ability to read, analyze, and process documents such as policies and procedures. Ability to maintain a high level of accuracy. Must be able to work under pressure and meet deadlines. Professional. Reliable. Ability to maintain confidentiality concerning various information. Ability to consistently meet all deadlines. Supervisory Responsibilities Plans, organizes, and manages the work of Facilities Maintenance to ensure the work is accomplished in a manner consistent with organizational expectations and requirements. Provide guidance to team members and monitors their performance, discipline, and attendance on regular basis. Responsible for professional development of facilities employees. Communicates and acts with a team-oriented mentality. Ensure positive morale and engagement of employees. Communicates and adheres to Company vision and values. Education and Experience Requirements Bachelor's degree in business or related field of study preferred. Five years of experience in executive administration, office management or another related field. What's in it for you: Financial Wellbeing Compensation $70,000 -$80,000 / year, commensurate with experience Competitive pay with ongoing performance review and merit increase 401(k) with company match & Employee Stock Purchase Plan (ESPP) Flexible spending account (Healthcare & Dependent care) Health & Wellness Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance Family & Lifestyle Paid Time Off, Paid Holidays, Bereavement Leave Military Leave, including Differential Pay and Benefits Continuation Employee Assistance Program Planning for the Unexpected Short and long-term disability, life insurance, and accidental death & dismemberment Voluntary life insurance, accident, critical illness, hospital indemnity coverage Emergency Travel Assistance Program Group legal plan Position may be subject to pre-employment screening, which may include background check and drug testing. Accessibility: If you need accommodation as part of the employment process, contact ceicareers@mastec.com. Due to the high volume of applications received, we are unable to respond to individual requests regarding application status. Please log into your candidate profile for up-to-date information. MasTec, Inc. is an Equal Employment Opportunity Employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, disability, genetic information, military status, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions. Disclaimer: MasTec and our Subsidiaries will never ask prospective employees for any form of payment or money transfer as part of job application or onboarding. We do not ask prospective employees for information about credit cards or personal passwords, and it does not require applicants to purchase equipment or software. Ensure that all recruiter email addresses end in @mastec.com or @talent.icims.com. If you suspect you are the target of a scam, we advise you to contact your local law enforcement agency and report fraud at https://reportfraud.ftc.gov/. MasTec Clean Energy & Infrastructure and our subsidiaries do not work with any third-party recruiters or agencies without a valid signed agreement and partnership with the Corporate Talent Acquisition Team.

Must have excellent organizational skills. Proficient with computer systems and MS Office Word, Excel, PowerPoint, and Outlook. Experience with ERP system - Vista Viewpoint Preferred. Knowledge of various functional areas of business including accounting, procurement, supply chain, project management and equipment. Must be detail oriented. Ability to communicate effectively in written and verbal correspondence. Ability to use email, smart phone, tablet, or computer to manage company information and documents. Ability to exercise independent judgment in a variety of situations. Ability to work independently on projects, from conception to completion. Ability to source vendors for projects. Ability to build and maintains positive relationships with all levels of the organization. Ability to speak effectively and communicate with general management, customers, vendors, visitors or employees of organization. Ability to read, analyze, and process documents such as policies and procedures. Ability to maintain a high level of accuracy. Must be able to work under pressure and meet deadlines. Professional. Reliable. Ability to maintain confidentiality concerning various information. Ability to consistently meet all deadlines. Supervisory Responsibilities Plans, organizes, and manages the work of Facilities Maintenance to ensure the work is accomplished in a manner consistent with organizational expectations and requirements. Provide guidance to team members and monitors their performance, discipline, and attendance on regular basis. Responsible for professional development of facilities employees. Communicates and acts with a team-oriented mentality. Ensure positive morale and engagement of employees. Communicates and adheres to Company vision and values. Education and Experience Requirements Bachelor's degree in business or related field of study preferred. Five years of experience in executive administration, office management or another related field. What's in it for you: Financial Wellbeing Compensation $70,000 -$80,000 / year, commensurate with experience Competitive pay with ongoing performance review and merit increase 401(k) with company match & Employee Stock Purchase Plan (ESPP) Flexible spending account (Healthcare & Dependent care) Health & Wellness Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance Family & Lifestyle Paid Time Off, Paid Holidays, Bereavement Leave Military Leave, including Differential Pay and Benefits Continuation Employee Assistance Program Planning for the Unexpected Short and long-term disability, life insurance, and accidental death & dismemberment Voluntary life insurance, accident, critical illness, hospital indemnity coverage Emergency Travel Assistance Program Group legal plan Position may be subject to pre-employment screening, which may include background check and drug testing. Accessibility: If you need accommodation as part of the employment process, contact ceicareers@mastec.com. Due to the high volume of applications received, we are unable to respond to individual requests regarding application status. Please log into your candidate profile for up-to-date information. MasTec, Inc. is an Equal Employment Opportunity Employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, disability, genetic information, military status, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions. Disclaimer: MasTec and our Subsidiaries will never ask prospective employees for any form of payment or money transfer as part of job application or onboarding. We do not ask prospective employees for information about credit cards or personal passwords, and it does not require applicants to purchase equipment or software. Ensure that all recruiter email addresses end in @mastec.com or @talent.icims.com. If you suspect you are the target of a scam, we advise you to contact your local law enforcement agency and report fraud at https://reportfraud.ftc.gov/. MasTec Clean Energy & Infrastructure and our subsidiaries do not work with any third-party recruiters or agencies without a valid signed agreement and partnership with the Corporate Talent Acquisition Team.

Manages the President's electronic contacts to ensure accuracy of contact information. Provides calendar management for the President by planning, coordinating, prioritizing, and ensuring the President's schedule is followed and respected to ensure smooth day-to-day engagements. Works closely with the President to keep the President well informed of upcoming commitments and responsibilities, following up appropriately. Coordinates on behalf of the President communications, including calls, voicemails, emails and direct interface with clients and vendors. Anticipates the President's needs in advance of meetings, conferences, travel, etc. Coordinates executive leadership and client events such as meetings and outings. Coordinate's locations, refreshment and food service for events as required. Produces and distributes documents, meeting minutes, reports, presentations and follows up on action items to drive closure. Serves as liaison on various projects, schedules, communications and reports between the President of Saiia Construction, various IEA business partners such as legal, marketing, equipment etc., and various government and community agencies. Maintains weekly PTO tracker for salary staff. Makes travel arrangements as required. Manages benevolence requests, bereavement and get-well arrangements on behalf of the Company. Manages corporate office kitchen area, includes maintaining stock for area, maintaining appearance. Regularly assesses the facility for needed upgrades or repairs, providing recommendations to President, on areas such as facility lighting, alarm/fire system, HVAC, etc. Solicit estimates for major repair items associated with overall facility. Overall responsibility for selection, evaluation, and guidance of cleaning crew. Maintain safety expectations for facility and direct reports. Manages the Saiia Uniform program. Manages internal and external facilities staff, vendors and projects. Manages calls on behalf of the Equipment and Mobilization Managers in their absence. Produces certificates of insurance on behalf of the Company. Manages the sealed bid process for the sale of equipment on behalf of the Company. Manages the equipment approval and acquisition process. Assist Equipment Center with indexing oil samples in Document Manager. Maintains an organized electronic filing system of documents, meeting minutes, presentations, and history on Saiia Construction Company LLC. Manages supplies for the Corporate office and Field as required. Prepares and submits expense reports providing summary information for budget purposes. Monitors viewpoint for invoice coding and approvals.