Executive Administrative Assistant (Mechanical Division)

Job Description

Job Description

Position Summary

The Executive Administrative Assistant provides high-level administrative and strategic support to the Mechanical/Facility Services Division President, Vice President & their teams. This role acts as a key liaison across the organization, ensuring efficient communication, seamless coordination of executive priorities, and proactive management of critical business activities.

This position requires exceptional organizational skills, discretion, professionalism, and the ability to thrive in a fast-paced, high-demand environment.

Key Responsibilities

Executive Support

• Manage complex and dynamic calendars, ensuring priorities are aligned and time is optimized
• Coordinate detailed travel arrangements, itineraries, and meeting agendas
• Prepare and reconcile expense reports
• Draft, edit, and manage confidential correspondence and communications
• Compile and prepare materials for meetings, presentations, and travel

Strategic Coordination & Communication

• Serve as a “gatekeeper” and “gateway” to executive leadership, balancing access and priorities
• Act as a bridge between leadership and internal departments to ensure alignment and communication
• Research, prioritize, and respond to incoming issues, including sensitive or confidential matters
• Keep executives informed of upcoming commitments, risks, and priorities

Project & Meeting Management

• Coordinate team meetings, including scheduling, agenda development, and follow-up
• Attend meetings as an adjunct member of the team and track key action items
• Manage and execute special projects from initiation through completion
• Anticipate needs and proactively resolve issues

Relationship Management

• Build and maintain strong relationships with internal stakeholders and external partners
• Demonstrate professionalism, credibility, and discretion in all interactions
• Provide leadership support to foster a collaborative and high-performing environment

Qualifications

• Exceptional organizational and multitasking abilities with strong attention to detail
• Advanced written and verbal communication skills
• Strong interpersonal skills with the ability to build relationships at all levels
• Proven ability to handle confidential information with discretion
• Proactive problem-solving skills and sound decision-making capability
• High emotional intelligence and professionalism
• Ability to work independently and as part of a team
• Demonstrated ability to meet deadlines in a fast-paced environment
• Forward-thinking mindset with a focus on continuous improvement

Education & Experience

• 8+ years of experience supporting leadership level
• Experience in communications, project coordination, or partnership development preferred
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and digital communication tools

Compensation & Benefits

• Medical, Dental, and Life Insurance
• Paid Vacation, Sick Days, and Holidays
• 401(k) Plan

Schedule and Location

Monday-Friday with core hours being 8am-430pm, onsite front desk duty included in this role for our corporate HQ located in St Paul, MN. Must be available to be onsite Tuesday/Wednesday/Thursday, Monday/Friday is fully remote.

Additional Information

• Marsden Services, L.L.C. is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and do not discriminate based on any protected status under federal, state, or local laws.