Executive Assistant Job at Brinkmann Constructors in Aurora

Executive Assistant to the Vice President – Denver office

Overview

The Executive Assistant plays a pivotal role in facilitating the smooth functioning of the Denver office, ensuring efficient communication, and enabling effective decision-making. The Executive Assistant works closely with our Vice President, handling administrative tasks, managing schedules, and coordinating meetings, travel arrangements and event management.

At Brinkmann Constructors, we build community, relationships, and a team that inspires confidence. Our employee-owners drive success and innovation in the construction industry. Our purpose is people. Our passion is building.

Responsibilities

• Executive Support
• Enhance the company executives’ effectiveness by providing overall administrative support, anticipating needs and representing the Vice President to others in a highly professional manner
• Handle confidential and non-routine information with integrity and sound judgement
• Maintain the Vice President’s calendar; schedule meetings based on understanding of priorities while acting as a gatekeeper at times; Prepare agenda, materials or resources needed in advance of meetings
• Exercise discretion and independent judgement in managing the Vice President’s communications including mail, voice, email messages, etc.
• Produce high quality internal and external communications including but not limited to letters, memoranda, reports, presentations, email and meeting minutes by transcribing, formatting, inputting, editing (including proofreading), copying and transmitting information
• Schedule logistics and detailed itineraries for all travel involving the Vice President
• Prepare, reconcile and submit credit card receipts, expense reports, invoices, check requests with the necessary code and approval
• Event Management
• Plan and execute corporate events and meetings
• Act as an ambassador for events inside and outside the organization
• Negotiate terms with venues and meeting spaces, food and beverage, audio visual suppliers, etc.
• Prepare and monitor event budgets; Manage invoicing, check requests and financial approvals
• Negotiate contracts; Responsible for vendor relationship management
• Coordinate event logistics including attendance, presentation and materials, vendor contracts, food and beverage, transportation, décor, signage, marketing collateral, etc.
• General Office Support
• Maintain electronic and hard copy filing systems; occasionally archive older records
• Perform general clerical duties including fielding telephone calls, receiving and directing visitors, word processing, mailing, scanning, faxing, copying and filing as needed
• Sort, prepare and deliver incoming/outgoing mail
• Provide backup coverage for Front Desk Receptionist, as necessary
• Complete projects, special assignments and miscellaneous duties as needed; communicate and collaborate effectively with others in the company at times
• Other duties as assigned

Qualifications

• Bachelor’s degree in business or related field preferred
• 6-9 years of administrative experience required with 3-5 years’ experience supporting a senior executive preferred
• Previous experience drafting, composing and editing business correspondence required
• Advanced proficiency with Microsoft Outlook, Word and PowerPoint; Intermediate proficiency with Microsoft Excel
• General contractor industry experience preferred
• Previous experience arranging and managing travel preferred
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future
• Outgoing with positive, helpful attitude; Able to interact with all levels of the organization and external customers
• Strong communication skills – both written and verbal
• Strong analytical and problem-solving skills
• Strong organizational and time management skills; Able to independently prioritize and effectively multitask assignments
• Strong attention to detail and accuracy skills; Able to follow up and follow through on all requests and assignments
• Self-starter who takes initiative; Able to anticipate needs
• Able to successfully work individually and in teams
• Ability to use discretion and maintain confidentiality of all personal and business matters
• Commitment to complete customer satisfaction
• Commitment to Brinkmann Constructors’ mission and values in all duties and responsibilities

Working Conditions

• Work is typically performed indoors out of a main office or field office at the construction site; may require prolonged periods of sitting at a desk and working on a computer
• Light physical effort is required, including the handling of objects up to 20 pounds
• Position may require travel
• Position requires frequent, high level of autonomy as it relates to decision-making that impacts company results

Benefits and Perks

• 100% employee ownership (ESOP)
• Annual bonus program
• Company-contributed 401K
• Competitive salary with annual merit increase
• Continuing education reimbursement
• Performance tools for added clarity of expectations and responsibilities
• Annual performance reviews
• Dedicated ambassador for assimilation into Brinkmann culture
• Comprehensive medical, dental, and vision plans with HSA
• Paid parental leave
• Work-life balance
• Seven paid holidays plus three floating holidays
• Paid birthday off
• Family-oriented work environment
• Service awards with paid sabbaticals and milestone bonuses
• A positive and collaborative work environment
• Healthy lifestyle rewards
• Community involvement and team-building opportunities

Salary range is $65,000 - $85,000 annually. Your actual pay will be based on your skills and experience.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Job Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Construction

Denver, CO