Executive Assistant

M. A. Mortenson Company - Minneapolis, MN

Full-time - Senior

Minneapolis, MN

Heavy and Civil Engineering Construction

About the position

Mortenson is seeking an Executive Assistant to provide comprehensive support to executive finance leaders, ensuring alignment with the company's values and commitment to exceptional service. This role involves managing schedules, coordinating meetings, and facilitating communication to enhance operational efficiency and support strategic initiatives.

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

Requirements

• 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) knowledge
• Basic understanding of computer networks
• Consistently maintain a high level of professionalism and confidentiality
• Anticipate needs, problems, critical issues, and opportunities as they arise
• Excellent written and verbal communication skills and attention to detail
• Interact with a wide variety of staff and management at all levels
• Unimpeachable degree of confidentiality with sensitive and confidential information
• Ability to perform complicated assignments as well as mundane tasks
• A good sense of humor, positive attitude, and helpful demeanor
• Active listening skills and effective communication
• Ability to conduct basic research

Nice-to-haves

• Experience with NASDAQ Boardvantage
• Experience with SurveyMonkey

Benefits

• Competitive salary
• Opportunities for professional development
• Supportive work environment
• Diversity and inclusion initiatives