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Administrative Assistant

Location:

Minneapolis, MN, US, 55401

Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

By hiring inspired people, giving them interesting and challenging work, enabling them with innovative tools, and letting them share in the company’s rewards, we’ve found a sustainable way to grow in our industry for the last 100+ years.

Our diverse teams around the country strive to enrich lives through inspired people and places every day, and we need inspired people like you to join us in our pursuit of building perfection.

Role Summary

The Administrative Assistant will provide administrative support to one or more executive managers or functions. This position will be responsible for administrative support including, but not limited to: preparing and reviewing reports and correspondence, collecting and organizing information, calendar management, expense reporting, and administering assigned areas of work (office supplies, phone calls, event support, greeting visitors, ordering meals, booking travel, office technology, mail/shipping, coordinating with building management and printing).

+ Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.

+ Career Path: Senior Administrative Assistant

Key Role Responsibilities - Core

_ADMINISTRATIVE FAMILY – CORE_

+ Provides proactive administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, data management, filing, etc.

+ Provides administrative support such as processing and distributing incoming mail, maintaining records and filling systems.

+ Oversees calendars and assists in the scheduling of appointments and meeting logistics, including making travel arrangements, preparing expense reports.

+ Processes and distributes incoming communications (e.g., mail, email, phone, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.

+ Answers phone calls and/or additional administrative support to other functions to help meet business needs.

+ Demonstrates a positive and professional attitude, maintaining composure under pressure.

+ Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.

+ Shares subject matter expertise in order to support teamwork and deliver results.

+ Demonstrates a commitment to service and willingness to work collaboratively to obtain information or solve problems in support of the team’s goals.

+ Exercises discretion and integrity with highly confidential and sensitive information.

Key Role Responsibilities - Additional Core

_ADMINISTRATIVE ASSISTANT_

In addition, this person will be responsible for the following:

+ Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.

+ Collects information from a variety of contacts in order to create routine and custom reports and documents for both internal and external distribution.

+ Prepares presentations.

+ Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.

+ Uses a variety of systems and sources to obtain necessary information and to support efficiency and productivity in the role.

+ Maintain inventory and stocking of supplies for the office, break room, copy room, and conference rooms.

+ Presence at front desk periodically to greet and direct clients, vendors & visitors.

+ Schedule appointments, updates calendars, and books travel as requested.

+ Conference room configuration set up.

+ Manages and distribute incoming calls and location calendar.

+ Support JE Dunn's internship program and career fairs through coordination and planning as directed.

+ Assures tidiness and organization of common spaces within the office.

+ Coordinate with building management to ensure a safe, secure, and well-maintained office space.

+ Coordinate with building management regarding system functionality and staff access to office, parking, gym, rooftop deck, and other amenities.

+ Set up workspace and coordinate with IT for new employees.

+ Partner and interact with office services vendors, including cleaning services, coffee service, Federal Express, etc.

+ Coordinate 3rd party printing needs.

+ Monitor and work with vendors to ensure copier/printer maintenance and paper supply.

+ Demonstrates commitment to the highest standards of customer satisfaction.

+ Solicits and applies feedback to improve quality and service.

+ Reliably delivers on commitments, recognizes and acts upon service opportunities.

+ Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non[1]routine and/or complex tasks.

+ Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.

+ Manages difficult or emotional customer situations promptly and efficiently.

+ Meets client commitments, recognizes and acts upon service opportunity.

+ Solicits and applies feedback to improve quality and service.

Knowledge, Skills & Abilities

+ Ability to perform work accurately and completely, and in a timely manner

+ Communication skills, verbal and written

+ Ability to conduct effective presentations

+ Organizational skills – Intermediate

+ Ability to deliver quality through attention to detail – Intermediate

+ Proficiency in MS Office – Intermediate

+ Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate

+ Thorough knowledge of organizational structure and available resources – Intermediate

+ Ability to quickly and effectively solve complex problems – Intermediate

+ Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced

+ Ability to build relationships and collaborate within a team, internally and externally

Education

+ High School Diploma or GED (Required)

+ Associate’s degree in office administration or related field (Preferred)

+ In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

+ 5+ years administrative support experience (Required)

Working Environment

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

Click here for benefits details. (https://www.jedunn.com/wp-content/uploads/2024/02/Colorado-Benefit-Descriptions.pdf)

Base compensation for the Administrative Assistant role in Minneapolis, MN is between $59,000 and $74,000, depending on experience, and may be more than this range for candidates with exceptional experience and a demonstrated history of successful performance. In addition to base salary, the role is eligible to receive a target bonus based on both individual and company performance.

_JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug-free workplace._

_JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to_** **[email protected]_

_JE Dunn Construction Company does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of JE Dunn Construction without a prior written search agreement will be considered unsolicited and the property of JE Dunn Construction Company. Please, no phone calls or emails._

Why People Work Here

At JE Dunn we offer our employees an inspired place to enrich their life and the lives of those around them

Building on our rich history,** our employee **owners are shaping the future** of JE Dunn. In our team-focused environment **we do life together** and are generously **rewarded for our efforts

About JE Dunn

For more information on who we are, clickhere. (https://www.jedunn.com/who-we-are/)

EEO NOTICES

Know Your Rights: Workplace Discrimination is Illegal (https://www.eeoc.gov/sites/default/files/2023-06/22-088\_EEOC\_KnowYourRights6.12ScreenRdr.pdf)

California Privacy Policy

E-Verify

JE Dunn participates in the Electronic Employment Eligibility Verification Program.

E-Verify Participation (English and Spanish) (https://www.e-verify.gov/sites/default/files/everify/posters/EVerifyParticipationPoster.pdf)

Right to Work (English)

Right to Work (Spanish) (https://www.uscis.gov/sites/default/files/USCIS/Verification/E-Verify/E-Verify\_Native\_Documents/IER-RightoWorkPosterES.pdf)

**Nearest Major Market:** Minneapolis