EXECUTIVE ASSISTANT

M. A. Mortenson Company - Fleming, OH

Full-time - Entry Level

Fleming, OH

Heavy and Civil Engineering Construction

About the position

The Executive Assistant at Vermilion Group plays a crucial role in supporting the team by managing executive calendars, organizing meetings, and ensuring efficient operations within a fast-paced environment. This position is designed for individuals who are detail-oriented, proactive, and capable of improving processes while delivering high-quality work. The role offers opportunities for career growth within the organization and requires a deep understanding of team priorities and strategic decision-making to enhance productivity.

Responsibilities

• Manage and prioritize all incoming meeting requests for the team leader, continuously staying in sync to reprioritize based on goals and emerging needs
• Serve as our team expert for meeting set up and best practices, establishing a successful and smooth process to optimize for each type of meeting - in-person, virtual or hybrid
• Take full ownership of setting up each meeting, proactively addressing specific requirements including: room arrangements, IT/AV, food/drink, ensuring all supplies are ready for the work in the room, etc.
• Build relationships to effectively coordinate with other administrative/executive support across the company for optimal scheduling and efficiency
• Arrange travel for the Managing Director, Operating Executive and Vice Presidents
• Follow protocol, as established by team leader, for writing and sending communications and documents to different levels of the company
• Partner with others on the team to support incoming contract approvals, deadlines, and accurate and timely processing and tracking of all invoices
• Welcome new challenges with a problem-solving approach, using your learning and process improvement skills to create new ways to get our work done better
• Handle event planning and support for both small team events and mission-critical company workshops
• Greet visitors and customers, delivering a far superior experience to all
• Perform regular administrative tasks and overall office/team project management
• Set up, organize and manage electronic and physical filing systems
• Manage team calendar
• Manage Vermilion Website / LinkedIn presence
• Assist with the preparation of Board Meeting materials for M.A. Mortenson Companies and Mortenson Family board meetings
• Handle all arrangements for new hires on the team, serve as the coordinator for ordering all the necessary components to ensure each person is set up for success immediately
• Arrange travel and expense reporting for the Managing Director, Operating Executive and Vice Presidents
• Oversee shipping and receiving of packages
• Effectively work and build relationships with those of diverse backgrounds and organizational levels
• Special projects and all other duties as assigned

Requirements

• Minimum 5 years of administrative assistant or office management experience, including executive calendar management and executive support
• Proficient skills in Microsoft Word, Excel, Outlook and PowerPoint
• Very detail-oriented to ensure accuracy of work output before completion
• Ability to make strategic decisions about trade-offs in calendar priorities based on multiple factors including, but not limited to: event dates, project deadlines, company impact, and individual team member needs
• Quick to learn and pick up on process management, motivated by continuous learning, incorporating new information into daily practice, and enjoy making process improvements
• Proven organization skills and project management experience
• Active listening skills and effective communication including an openness to diverse input and feedback

Nice-to-haves

• Associate or bachelor's degree preferred