Executive Assistant

About This Role

This Executive Assistant will provide high-level administrative support to C-suite executives and the Vermilion team, managing schedules, coordinating meetings, and ensuring efficient operations to achieve organizational goals.

Responsibilities

• Manage and prioritize all incoming meeting requests for the 3 leaders and Vermilion team, continuously staying in sync to reprioritize based on goals and emerging needs
• Serve as the Vermilion team expert for meeting set up and best practices, establishing a successful and smooth process to optimize for each type of meeting
• Take full ownership of setting up each meeting, proactively addressing specific requirements including room arrangements, IT/AV, food/drink, and ensuring all supplies are ready
• Build relationships to effectively coordinate with other administrative/executive support across the company for optimal scheduling and efficiency
• Follow protocol 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
• Handle event planning and support for both small team events and mission-critical company workshops, which may include travel and meeting with suppliers/partners
• Perform regular administrative tasks and overall office/team project management, including setting up and managing electronic and physical filing systems
• Manage team calendar and 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, serving as the coordinator for ordering all necessary components
• Arrange travel and expense reporting for the leader level positions
• Oversee shipping and receiving of packages

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
• Ability to make strategic decisions about trade-offs in calendar priorities
• Quick to learn and pick up on process management, motivated by continuous learning and process improvements
• Proven organization skills and project management experience
• Active listening skills and effective communication
• Ability to work in the office 3+ days per week and as required

Qualifications

• Associate or bachelor's degree
• Minimum 5 years of administrative assistant or office management experience, including executive calendar management and executive support

Skills

* Required skills

Benefits