Senior Executive Assistant to the CEO

Senior Executive Assistant To The CEO

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.

We are currently partnering with our trusted client, Adolfson and Peterson Construction Company, for a Senior Executive Assistant to the CEO, 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.

The Role

The Senior Executive Assistant provides confidential, high-level executive support to the Chief Executive Officer (CEO), serving as a trusted right hand, thought partner, and extension of the CEO. This individual will play a critical role in helping a fast-paced executive stay focused on the highest priorities while ensuring commitments, communications, and strategic initiatives move forward.

You will also provide light virtual support to the newly appointed COO located in their Colorado office, including expense report reconciliation, some travel, and ad hoc requests.

What makes this opportunity exceptional?

This is a rare opportunity to step into a newly created role and become the trusted right hand to a highly engaged, newly appointed CEO at an exciting point in the organization's growth. Working at the center of the business, you will have broad visibility across the organization and a meaningful voice in helping the CEO turn priorities into action.

Rather than stepping into an established model, you will have the opportunity to build this role from the ground up, bringing your experience, judgment, and ideas to create a best-in-class executive partnership. You will have the autonomy to establish processes, anticipate needs, improve how information and priorities flow, and shape a working relationship built on trust, communication, and mutual respect.

The CEO values exceptional support, initiative, sound judgment, and a partner who can think ahead, connect the dots, and confidently keep things moving. For the right person, this is far more than an Executive Assistant position. It is an opportunity to become an integral partner to the CEO and make a visible impact on his success and the future growth of the organization.

Duties and Responsibilities

Provide dedicated high-level executive administrative support to the CEO. Serve as a right-hand partner to the CEO by anticipating needs, identifying problems, and ensuring timely execution of critical initiatives.

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

Assist executives' time management by reading, researching, and routing correspondence; draft letters and comments; collect and analyze information; initiate communications. Coordinate activities of the executive team where appropriate to maximize their efficiency and time management.

Meeting Planning: Coordinate executive-level meetings, including scheduling and preparation of agendas, executive reports, and supporting documentation; develop and compile materials for the CEO at the Board and shareholder meetings. Prepare meeting materials, background research, talking points, presentations, and correspondence for internal and external engagements.

Coordinate calls and meetings to include catering, travel, scheduling conference rooms, and room setup.

Coordinate Executive Leadership Team (ELT) meetings, leveraging AI note-taking tools to capture key discussions, decisions, and action items, and ensure timely follow-up and accountability on commitments. CoPilot and Teams.

Travel Arrangements: Schedule and coordinate heavy travel schedules for the CEO and associated logistics, including flights, hotels, transportation, and meals.

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

Communication: Serve as the primary liaison for the CEO, managing and prioritizing internal and external communications, while acting as a trusted confidant and right-hand 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 CEO, including email, analyze information, and prepare clear, well-aligned messaging while representing the CEO with professionalism and discretion at all times.

Board of directors and shareholders: Serves as administrative point of contact for the board of directors and shareholders. Routinely interacts with the highest levels of the organization, as well as shareholders, clients, and community and organization leaders in coordinating projects, meetings, and phone calls with executives.

Plan, organize, and coordinate complex special events, meetings, travel, activities, and mailings for the executive team, board of directors, and shareholders. Coordinate calls and meetings to include catering, schedule conference rooms, and plan conference room setup.

Plan and coordinate board of directors' and shareholders' travel for board meetings and retreats.

Project Management: Manage projects and/or be a collaborative committee team member on projects, including working with the Executive Assistant team as needed.

Executive Presence & Relationship Management

• Serve as a polished and professional representative of AP, the CEO, and the Executive Leadership Team, consistently reflecting the organization's values and culture while maintaining the highest level of discretion and confidentiality.

• Serve as a trusted point of contact for clients, customers, visitors, and other internal and external stakeholders, ensuring a welcoming and professional experience.

• Thoughtfully screen, prioritize, and direct calls, inquiries, requests, visitors, and other communications to the appropriate individual or organizational resource.

• Protect the CEO's time and priorities by exercising sound judgment in managing access, redirecting requests, and determining matters requiring executive attention.

• Build strong relationships across the organization and with key external stakeholders to facilitate communication, responsiveness, and effective follow-through.

• Navigate unexpected or sensitive situations with professionalism, composure, and discretion, helping de-escalate concerns and facilitate productive outcomes.

• Provide oversight of executive office needs, including coordinating visitors, deliveries, and other day-to-day activities that support a professional and highly functioning executive environment.

Additional Administrative Support:

Additional light remote support for the COO located in Colorado, including expense reporting, travel, and project requests as needed.

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.

Required Experience

• 8+ years of experience supporting a CEO, President, or equivalent 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.

• Comfortable leveraging AI tools for meeting notes, action items, and follow-up, with a strong willingness to learn and adopt new technologies that improve efficiency and executive support.

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

• Experience supporting a Board of Directors, including direct communication and relationship management with Board members, coordination of Board meetings and materials, and handling highly confidential and sensitive information.

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