Executive Assistant to the Regional President-Adolfson and Peterson Construction Company

Job Description

Job Description

Steele Recruiting LLC is a Retained Search firm located in Minneapolis, Minnesota, with national reach, specializing in permanent placements of Executive Administrative Assistants, Personal Assistants, and Chiefs of Staff for C-Suite and Senior Leadership Executives across the United States.

With over 20 years in recruitment, we have a solid reputation for quality placements, professionalism, and maintaining confidentiality for every client and candidate.

We are currently partnering with our trusted client, Adolfson and Peterson Construction Company , for an Executive Assistant to the President, Midwest/SE Region, located in their beautiful corporate offices in Bloomington, Minnesota ( transitioning to their new offices located in Edina, Minnesota , late 2026)

Adolfson & Peterson Construction (AP) is a fourth-generation, family-owned business founded in 1946 in the basement of George Adolfson and Gordon Peterson in Richfield, Minnesota, now a $1.5 billion company and growing. Today, AP operates from 12 locations across the United States and is consistently recognized as an Engineering News-Record (ENR) Top 100 Contractor, known for excellence in safety, innovation, and quality.

For more than 75 years, AP has delivered complex, high-profile projects across commercial, healthcare, education, and industrial sectors. At the core of its success is a steadfast commitment to building strong, collaborative relationships and consistently exceeding client expectations.

With more than 800 team members nationwide, AP remains deeply rooted in its founding values as a family-owned company. Its mission to build trust, communities, and people guides every project and interaction. Driven by a culture that puts people first and anchored in teamwork and integrity, AP creates not only exceptional spaces but also lasting partnerships that add long-term value to clients, partners, and the communities they serve.

Company Values:

• Work safe and smart: Safety first, quality always. That's how we get it done right.

• Enthusiasm: We are passionate and energetic about everything we do.

• Creativity: We combine experience with creative problem-solving to find clever solutions.

• Absolute integrity: We are honest, genuine, principled, and dependable.

• Respect: We are considerate, courteous, inclusive, and welcome different perspectives. Our commitment to inclusion ensures every voice is heard and valued.

• Enjoy life together: We foster personal growth and professional achievement. We are family.

The Role: The Executive Assistant will report to the President and serve as his key partner by providing high-level administrative support with a strong emphasis on precision and proactive coordination. In addition to managing his complex calendar, internal and external meetings, and travel, this role is responsible for a wide range of confidential and corporate initiatives.

Professionalism and attention to detail are required, and also a genuine desire to grow, learn, and continually improve in the role and the company in a dynamic, fun, and people-focused environment.

You will also provide light support to members of the Regional Leadership Team as requested, including expense report reconciliation, some travel, and ad hoc requests.

What makes this opportunity unique?

This Executive Assistant role offers the opportunity to build and define a newly elevated Executive Assistant role, with a high-impact supporting the President. This EA role drives the administrative function for the region in the Minneapolis office.

Serving as a trusted administrative thought partner, this role goes beyond traditional administrative support. It requires precision, adaptability, and proactive coordination across complex priorities and confidential initiatives, as well as regional events for the team, fostering a fun, collaborative, and connected work environment.

You will have the opportunity to grow professionally in this role with this Executive, including project management, as you work alongside the President in a fast-paced role in a company experiencing tremendous growth and expansion.

Duties and Responsibilities

Provide confidential, Executive Administrative support to the President, Midwest/SE Region by calendar management, arranging travel, email support, scheduling meetings, preparing communications and reports, and performing executive-level administrative functions.

Serve as administrative point of contact for the Regional President. Routinely interact with the highest levels of the organization, shareholders, clients, and community and organization leaders while coordinating projects, meetings, and phone calls with executives.

This position requires tact and confidentiality, as the Executive Assistant will have access to sensitive information about the organization and its employees, as well as clients, trade partners, and other relevant parties.

Calendar Management: Proactively manage a complex calendar, including arranging, confirming, and adjusting meetings and coordinating all required logistics, protecting the President's time managing priorities. Coordinate activities to maximize efficiency and time management. Including awareness and resolution of conflicting priorities

Meeting Planning: Coordinate executive-level meetings, including scheduling and preparation of agendas, executive reports, and supporting documentation; develop and compile materials for the President's presentation at the Board meetings using PowerPoint. Create and develop PowerPoint presentations and draft and format reports in Excel.

Take meeting minutes and ensure timely follow-up on action items for Executive Leadership Team (ELT) meetings. Coordinate calls and meetings to include catering, scheduling conference rooms, and room setup.

Travel Arrangements: Schedule and coordinate travel and associated logistics, including flights, hotel, transportation, and meals.

Expenses: Prepare and submit expense reports, ensuring accuracy and timely processing.

Communication: Serve as the primary liaison for the President, managing and prioritizing internal and external communications, while acting as a trusted confidant and thought partner. Function as the initial point of contact, ensuring seamless, professional, and highly confidential interactions that reflect the organization's culture and values.

Review, draft, and route correspondence on behalf of the President, including letters, comments, and executive communications. Conduct research, gather and analyze information, and prepare clear, well-aligned messaging while representing the Regional President and his Leadership Team with professionalism and discretion at all times.

Document Management: Facilitate and manage the flow of documents requiring executive signatures, ensuring timely review, organization, and tracking of signed materials while coordinating with team members to meet deadlines. Establish and maintain filing systems; retrieve data and respond to requests for information.

Project Management: Manage projects and/or be a collaborative committee team member on projects. Partner with the Regional Leadership Team to align project prioritization.

Assist with tracking and managing client and industry relationships using a CRM to support meaningful connections through thoughtful touchpoints. Lead continuous improvement within executive processes and administration.

Event Planning: Plan, organize, and execute complex regional and client events, including the annual golf outing and company-sponsored functions such as the annual meeting, holiday celebration, and regional leadership retreat, ensuring a high-quality and seamless experience.

Additional Administrative Support:

Demonstrate a team-first mindset with a willingness to step in where needed, contributing to a seamless and high-quality workplace experience across the organization. Provide light administrative and office support, including serving as a key point of contact for onboarding new team members in partnership with IT and HR to ensure a smooth and well-coordinated experience.

Collaborate closely with the front desk to provide backup coverage as needed, including managing phones, coordinating deliveries, and ensuring a welcoming and professional guest experience. Offer occasional support to satellite offices through coordination, guidance, and light administrative assistance, and perform additional duties as assigned in support of the President and broader team.

Required Experience:

• 3–5 years of experience supporting Senior leadership, the President, or a C-Suite executive in a high-level Executive Assistant capacity; experience supporting multiple executives is preferred.

• High school diploma or equivalent required.

• Proven expertise in complex calendar management and travel coordination, with the ability to anticipate needs and proactively manage competing priorities.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), with strong technical aptitude and the ability to quickly learn new systems; experience with CRM platforms such as Salesforce is preferred.

• Strong command of video conferencing technologies, including Microsoft Teams and Zoom.

• Demonstrated ability to operate effectively in a fast-paced, dynamic environment, exercising sound judgment, adaptability, and the highest level of confidentiality and discretion.

• Experience coordinating meetings and events, including scheduling, logistics, and execution.

• Exceptional attention to detail with a commitment to accuracy and follow-through.

• Demonstrated integrity and adherence to the highest ethical standards.

• Excellent written, verbal, and listening skills, with the ability to communicate effectively across all levels of the organization and with diverse audiences.

• Proven ability to manage multiple priorities and projects simultaneously while meeting tight deadlines.

• Experience supporting high-profile executives and interacting with senior leadership, Board members, and cross-functional teams.

• Strong interpersonal skills with a demonstrated ability to build and maintain trusted, long-term relationships.

• Flexibility to support business needs outside of standard hours, including evenings and weekends for meetings, events, and Board-related activities.

• A desire to work in an entrepreneurial environment in the construction industry

Preferred Experience:

• Bachelor's degree preferred.

• Continuing education, training, or certification in executive administration strongly desired (e.g., Certified Administrative Professional [CAP] or equivalent).

It is necessary to demonstrate a strong commitment to safety by taking personal responsibility for operating in an Incident- and Injury-Free (IIF) environment, actively championing a culture of care and accountability, and adhering to all safety policies and procedures, while consistently reinforcing IIF principles across the organization.

This role requires a highly capable professional who is action-oriented, collaborative, and service-driven, with strong communication skills, sound judgment, and the ability to build trust, navigate relationships effectively, and optimize work processes while maintaining a sharp focus on both internal and external stakeholders.

Compensation

• Competitive Executive Assistant Salary: $90,000-110,000

• Annual Bonus Target 10%

• Medical

• Dental

• Vision

• Basic Life & AD&D Additional Life &

• AD&D Short and Long-Term Disability

• Health Savings Account

• Health Reimbursement Account

• Flexible Spending Accounts

• Accident Insurance, Critical Illness Insurance, Hospital Indemnity Insurance

• Employee Assistance Program

• 401(k) Retirement Plan with Company Match

• Caribou Coffee on-site, stocked kitchen with complementary snacks, beverages, and light bites to enjoy throughout the day!

• Wellness Program

• Paid Time Off (PTO) & Holidays

• This position is in-office with flexibility as needed

Adolfson and Peterson Construction is committed to complying with all laws prohibiting discrimination in employment and is proud to provide equal employment opportunities to applicants and employees without discrimination based on race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by local, state, and federal law.