Overview
Administrative Assistant to Special Services (Grades K-8) Jobs in Scarborough, ME at Scarborough Public Schools
MN, United States | HQ Business Support
Executive Assistant
SUMMARY
Mortenson is currently seeking an Executive Assistant that will provide high quality, professional, and timely executive assistance to ITS Leadership & team members to set them up for success.
RESPONSIBILITIES
Meeting coordination
Schedule meetings and assure details for rooms, equipment, catering, participants, etc.
Work effectively with team member calendars for one-time or recurrent meetings, and proactively adjust for conflicts
Prepare material, presentation and documents for various meetings and events
Create visuals and presentations for internal and external audiences, draft written communications – from ideas and concepts to finished product
Research and set up off-site meeting space
Coordinate large meetings from planning to execution, including venue selection, room reservations, video conferencing, material distribution, catering, communication, and team member gifts (if needed)
Travel management
Research and book travel
Coordinate and arrange group travel
Handle conference and hotel registrations
Prepare and reconcile travelers’ expense reports in an accurate and timely manner
Events planning
Planning, preparation, and coordination of the Town Halls, Village Halls, team meetings & workshops
Create, manage, coordinate, and publish materials, such as Town Hall presentations
Coordinate food orders for team meetings
Plan miscellaneous team building events
Plan and order cards and gifts
Research and make restaurant reservations
Provide business plan development support
Onboarding support
Order laptops
Assignment cube
Tours & Introductions
Schedule Meet & Greet and coordinate orientation
Swag Gifts
Other duties as assigned, including:
Coordinate & distribute ITS Quarterly Newsletter
Mortnet ITS Site Updates
Annual Assigned Training Coordinator & Reporting (PowerBI & Security Refresher)
Shipping & Receiving
Order needed general office supplies
Conduct Purchase Orders
Maintain Org Charts & Seating Charts
Weekly Bend N Stretch Scheduling and Leader Coordination
DEI & Community Impact Coordination
Teach N Treat Coordination
Facilities Contact (Maintenance Issues, Floor Moves, Holidays, Etc.)
QUALIFICATIONS
A high standard of professionalism, initiative, and productivity is expected, aligned with our LeadBLU principles: Do the Right Thing, We Before Me, and Inspire What’s Possible
Detail-orientation to ensure accuracy of work output
Problem-solving and innovative thinking will be critical to understand how one objective or decision can impact another
Ability to analyze and anticipate issues, developing effective plans to achieve goals
Collaboration and a strong sense of helpfulness across the organization will be necessary to establish an effective time management process in a fast-moving environment
Excellent organizational and multi-tasking skills, with the ability to be flexible as needed.
Proficient skills in Microsoft Word, Excel, Outlook, Power Point, Teams, SharePoint
Adaptive, effective communication and active listening skills
Positive and professional attitude and strong customer service skills
Active listening skills and effective communication including an openness to diverse input and feedback
Associate or Bachelor’s degree in business administration or equivalent experience
Minimum four years administrative experience, with at least one year of executive administrative support required
Construction-related business experience preferred
A few benefits offered include:
(for Non-Craft & Non-Union Craft working 25+ hours / week)
Medical and prescription drug plans that includes no additional cost vision coverage
Dental plan
401k retirement plan with a generous Mortenson match
Paid time off, holidays, and other paid leaves
Employer paid Life, AD&D, and disability insurance
No-Cost mental health tool and concierge with extensive work-life resources
Tuition reimbursement
Adoption Assistance
Gym Membership Discount Program
The base pay range for this role is $40.00 – $46.00. (Actual range is higher for the following office locations: Denver, CO and Chicago, IL – 5%, Seattle, WA, and Portland, OR – 10%, Washington, D.C. – 12.5%).
Base pay is positioned within the range based on several factors including an individual’s knowledge, skills, and experience, with consideration given to internal equity.
#LI-JF1 #LI-Onsite
Please make note:
Visa sponsorship is not offered for this position.
Our postings are typically open a minimum of 5 days and an average of 44 days.
ABOUT MORTENSON
As a top builder, developer, and EPC (Engineering, Procurement, and Construction), our expertise spans markets like sports, renewable energy, data centers, healthcare, and more. We are builders at heart, working to ensure the built environment has a lasting positive impact.
Let’s Redefine Possible®
Equal Employment Opportunity
Your uniqueness brings new and creative perspectives to the team. Mortenson is committed to providing equal opportunities of employment (EOE) to all individuals, regardless of your race, religion, gender, national origin, age, veteran status, disability, marital status or any other legally protected category.
Other Items to Note
Mortenson reserves the right to hire any individual without legal or financial obligation on unwanted solicitations. No agency emails, calls, or solicitations are accepted without a valid agreement.
Must be currently legally authorized to work in the U.S. without sponsorship for employment visa status (e.g., H1B status, 0-1, TN, CPT, OPT, etc.). We are unable to sponsor or take over sponsorship of an employment Visa at this time.
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Title: Administrative Assistant to Special Services (Grades K-8)
Company: Scarborough Public Schools
Location: Scarborough, ME
