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