Executive Assistant

Celebrated as one of Minnesota's Top Workplaces! Knutson Construction is accepting applications for an Executive Assistant to join our Rochester team!

“Together We Make Dreams Real” – that is our purpose as a company and we exist to work in concert with each other, owners, design professionals and trade partners to make the journey as stress-free as possible. Together, we've created a dynamic, fun, inspiring environment where we can be ourselves and grow each day. Knutson is deeply committed to cultivating and upholding diversity throughout our workforce, relationships, and communities. We recognize the utmost importance of continually advancing our comprehension of diversity, equity, and inclusion as transformative forces within our work, industry, and company values.

At Knutson, opportunities to shine happen daily. We value what makes you different and empower you to act on your ideas.

The Executive Assistant provides high-level administrative support to one or a small group of assigned senior leaders. The Executive Assistant must be a highly confidential, organized, proactive, and detail-oriented professional who expedites the flow of work for assigned leaders by prioritizing key objectives and handling a wide range of administrative responsibilities.

This role requires an individual who can manage multiple priorities and maintain strict confidentiality, work independently with little or no supervision, and possess a thorough understanding of each leader's responsibilities, preferred work methods, procedures, and communication styles. We are seeking a team member who is committed to delivering The Knutson Experience to all internal and external stakeholders – making everyone feel Assured, Inspired, and Appreciated.

The key job responsibilities include, but are not limited to:

• Manages and maintains schedules, calendars, meetings, and appointments for assigned leaders, ensuring efficiencies, prioritization and effective communication for all parties.
• Manages email inboxes of multiple assigned leaders, prioritizing and responding to email communications on behalf of leaders.
• Creates, obtains, organizes, and prepares materials, documents, reports, and presentations for internal and external audiences while ensuring relevant deadlines are met.
• Coordinates travel arrangements and meetings, including preparing agendas and materials as well as prepares and reconciles traveler's expense reports.
• Supports the planning and coordination for conferences and events, such as secure meeting locations, hotel contracts, arrange for catering/reservations, and technology needs.
• Monitors and manages budgets for events, travel, and other administrative expenses to ensure cost effective solutions.
• Compose, transcribe, edit, proof, and process correspondence, speeches, presentations, graphs, charts, etc. as required.
• Screen, annotate, redirect, respond, and distribute inquiries and correspondence via email within established guidelines, professional discretion and judgment for both internal and external audiences.
• Serves as a liaison between senior leaders and internal stakeholders.
• Establishes and maintains relationships with external stakeholders (i.e. vendors and service providers) to ensure quality service.
• Conducts research, compiles data, and prepares briefing materials as needed.
• Anticipates the needs of senior leaders and proactively manage priorities.
• Communicates information and directives from assigned leaders to other appropriate parties in the organization and follows up on the status of assignments.
• Appropriately handles confidential business information in the performance of duties.
• Assumes special projects and work through solutions with minimal supervision, which may include supporting needs of other departments or cross-functional initiatives.
• Provides mentorship and guidance to other administrative staff.
• All other duties, tasks and/or projects as assigned.

Required Skills and Abilities:

• Ability to maintain a high level of confidentiality and discretion.
• Approach responsibilities with a sense of urgency and professionalism.
• Must be able to interact professionally with multiple individuals at all organizational levels while simultaneously managing a diversified workload and challenging situations efficiently and effectively.
• Ability to establish and maintain positive working relationships.
• Excellent organizational and multi-tasking skills, with the ability to be flexible as needed.
• Adaptive and effective communication with active listening skills and strong attention to detail and accuracy.
• Knowledge of and demonstrated proficiency in using personal computers and related software including Microsoft Office and OneNote.
• Demonstrated ability to adapt to changing priorities and situations in a fast-paced environment.
• Ability to recognize and escalate appropriate problems to management in a timely manner.
• Ability to work on projects with general direction and minimal guidance.
• Good judgement with the ability to make timely and sound decisions
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams.
• Ability to work after hours on occasion.

Additional Details:

• Occasional travel may be required to support senior leaders attending events or meetings; or to support and coordinate company events.

Minimum Education and/or Experience Requirements:

• Minimum 5 years administrative experience, with at least 2 years of experience supporting senior leadership level roles required.
• Prior construction industry and/or executive assistance experience preferred.
• Associate's or bachelor's degree in business administration or equivalent experience preferred.

Additional Benefits & Perks

• Competitive Pay
• Performance Based Career Advancement
• Medical, Dental and Vision
• Health Savings Account with employer contribution
• Flexible Spending Account
• Paid Time Off
• Life and Long-Term Disability Benefit with no premium cost to employee
• Mentorship Program
• Tuition Reimbursement
• Employee Assistance Program (EAP)
• Employee Referral Bonus Program
• Flex Fridays
• 401k w/Company Match
• Annual Discretionary Bonus Program
• Successful Annual Discretionary Profit-Sharing Program
• Paid Parental Leave

Projected Minimum Base Salary per year $75,000

Projected Maximum Base Salary per year $105,000