Executive Assistant to Project Execution Team

: SUMMARY: This Executive Assistant (EA) is a highly organized and professional individual who will provide executive-level assistance to the project execution team of CSM Group. You will serve as a right hand to project leads (Vice President+) and project execution teams directly; you will function as a communications partner, supporting internal and external communications between the execution team and key stakeholders. You will translate defined strategies into executable work streams that yield the intended results of business objectives. This dynamic role will provide the highest level of support by proactively managing and prioritizing all incoming and outgoing communications, extensive scheduling, and calendar management, maintain relationships with employees at all levels, and assisting with events, travel and special projects. The ideal candidate will have exceptional attention to detail and be dedicated to maximizing the execution teams' time by providing seamless support. This is a high visibility role both internally and externally requiring exceptional communication capabilities both verbally and written, as well as an impeccable professional demeanor, collaborative style, exceptional analytical skills, an understanding of the needs of high-level executives, an ability to anticipate issues before they arise and manage all calmly and with sophistication. The Executive Assistant works directly with the execution team and will report to a project Vice President. This is a full time FLSA exempt position. This position requires 40 hours per week with the ability to work more if required. ESSENTIAL DUTIES & RESPONSIBILITIES:

• Administrative Duties (including but not limited to):
  • Management of complex calendar and scheduling to support teams in multiple locations; proactively manage calendars, anticipate, and resolve any scheduling conflicts or overlaps.
  • Track and help drive completion of key deliverables and follow up on outstanding items.
  • Experience in coordinating local and national travel arrangements.
  • Excellent communication skills, both written and verbal.
  • Technically savvy; help set up and run Teams meetings, troubleshoot with technology team on various systems and applications.
  • Manage confidential documents and information with discretion and excellent, mature judgment; facilitate and manage the distribution of NDAs to outside business partners and potential associates.
  • Excellent Microsoft Office skills (Outlook, PowerPoint, Excel, Word).
  • Proactively manage responsibilities without direct supervision and exercise good judgment.
  • Effective critical thinking skills and the ability to make decisions. Must be highly dependable, organized, and self-motivator.
  • Work daily with the project execution team to manage their schedule effectively.
  • Stay current on email and other correspondence received and prioritize the correspondence.
  • Prepare and distribute agendas prior to select meetings.
  • Prepare and distribute meeting notes after select meetings.
  • Manage select meeting flow and processes.
  • Draft, manage and send communications to the entire project team on behalf of each group as needed.
  • Compiles and distributes quarterly KPI reports to stakeholders.

MINIMUM REQUIRMENTS:

• A minimum of an Associate's degree in business administration or related field OR relevant years of experience.
• 3-5 years minimum of administration / assistant experience at the executive level.
• Experience working within the construction industry in an applicable capacity.
• Proficient user of Adobe and Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Consistent positive, cooperative, initiative-taking, courteous, and professional attitude.
• Strong organizational skills and ability to multitask.
• Problem-solving and decision-making skills.
  • Ability to function as gatekeeper and escalate relevant information to executives as needed.
  • Skilled in the use of standard office equipment (conference call phone system, presentation systems, copiers).
  • Willing to travel when required (10%) of the time.

BENEFITS FOR THIS POSITION INCLUDE:

• CSM Group offers competitive wages and benefits, including:
• Medical, Dental & Vision Insurance
• Generous Vacation Time & Paid US Holidays
• Company 401(k) Matching Contributions
• Flexible Spending Accounts (FSA)
• Employee Assistance Program (EAP)
• Parental Leave Policy
• Short and Long-Term Disability Insurance
• Term Life and AD&D Insurance

Physical Demands - Jobsite

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to, drive to and from the jobsite, sit, talk and/or hear. A major portion of the employee's tasks requires extensive walking around the jobsite. The employee is frequently required to use hands to handle tools and for fine motor coordination such as computer work. The employee is occasionally required to reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch and/or crawl. The employee must also occasionally lift and/or move up to 50 pounds. Specific vision abilities include close vision and color vision.

Work Environment - Jobsite

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to frequently inspect the project and may be exposed to ongoing construction and various weather conditions. Work environment involves moderate risks which may require safety precautions. The noise level in the work environment may range from quiet to loud. The proper use of Personnel Protective Equipment may be required on the jobsite.

This Position Description reflects the position's essential functions and does not prescribe or restrict the tasks that may be assigned. CSM Group is an equal opportunity employer. All applicants for employment will receive equal opportunity consideration for employment without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identify, height, weight, marital status, physical or mental disability, genetic information, qualified veteran status, or any other characteristic protected by applicable federal, state, or local laws.