Administrative Assistant and Special Projects
Company: Mortenson
Location: Minneapolis
Posted on: June 26, 2022
|
|
Job Description:
ADMINISTRATIVE ASSISTANT & SPECIAL PROJECTS EXPECTATIONS OF ALL
TEAM MEMBERS This is an exciting opportunity to be part of a team
making an impact across the entire organization! You will play a
key role in ensuring that our Strategic Marketing team meets all of
our goals and commitments for the company on an ongoing basis, by
setting our leaders and team up for success in managing deadlines
and workload. The right candidate will be equally passionate about
delivering highly accurate work product, process improvement,
learning new things and exercising creative muscles with special
projects and event management. This is a position that can be
structured as a career unto itself, or this role can lead to future
career opportunities around the organization, if preferred. To be
successful in this role, you are expected to deeply understand our
team priorities and how our work impacts the business, in order to
make strategic decisions about scheduling our time and improving
our productivity. You will establish and follow a smooth process
for fast-paced and ever-changing daily needs, with meticulous
documentation to allow for building upon success and pushing us to
even greater results. A high degree of helpfulness and
collaboration across the organization will be necessary to
establish an effective time management process in a fast-moving
environment. Problem-solving and innovative thinking will be
critical to understand how one objective or decision can impact
another. High quality, professional work product is expected to be
performed with initiative, productivity, and behavior consistent
with our LeadBLU principles: Do the Right Thing, We Before Me, and
Inspire What's Possible. The Administrative Assistant will report
to the Vice President, Strategic Marketing & Business Development
and serve as part of the Strategic Marketing team. KEY RESULT AREAS
(ESSENTIAL FUNCTIONS) *Perform regular administrative tasks and
overall office/team project management *Manage the daily calendar
and all incoming meeting requests for the team leader, continuously
reprioritizing 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 *Greet visitors and customers,
delivering a far superior experience to all *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.
*Partner on event planning and support for both small team events
and mission-critical company workshops (this could entail some
travel, meeting with vendors, partners, and other responsibilities
for successful execution through the day of the event) *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 *Build relationships to effectively coordinate with other
administrative/executive support across the company for optimal
scheduling and efficiency *Partner with others on the team to
support incoming billing, invoices and contracts *Follow protocol,
as established by team leader, for writing and sending
communications and documents to different levels of the company
*Set up, organize and manage electronic and physical filing systems
*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 for
the team leader *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 KNOWLEDGE, SKILLS, AND ABILITIES *Very
detail oriented, driven to quality check and validate accuracy of
all work product before completion, motivated by high expectations
of personal work product *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 *Enjoys a fast-paced day,
juggling multiple needs at once *Proven organization skills and
project management experience *Active listening skills and
effective communication including an openness to diverse input and
feedback *Event management skills are a plus *Proven positive and
professional attitude and strong customer service skills *Ability
to manage and organize a wide-variety of information and actions,
within an organized manner, and smooth delivery EDUCATION AND
EXPERIENCE REQUIREMENTS *Associates or Bachelor's degree preferred
*Minimum three years of administrative or office management
experience, including calendar management and executive support
*Proficient skills in Microsoft Word, Excel, Outlook and PowerPoint
ESSENTIAL PHYSICAL REQUIREMENTS *This position requires the
following with or without an accommodation; sitting, seeing,
hearing, and utilization of a computer and office equipment. The
working environment consists of indoor and climate-controlled
settings. *This position description is not intended to be a
comprehensive list of the duties and responsibilities of the
position. The duties and responsibilities of this position may
change without notice.
Keywords: Mortenson, Minneapolis , Administrative Assistant and Special Projects, Administration, Clerical , Minneapolis, Minnesota
Click
here to apply!
|