Executive Assistant

Since 1908, Massman Construction Co. has been developing and improving transportation and commerce along U.S. waterways. For five generations of the Massman family, we have been an integral part of both private and public infrastructure investment and the growth of our country. With over 1,700 completed projects, Massman teams have constructed many of our nation’s most impressive bridges; complex lock, dam, and flood control structures; and efficient ship barge loading facilities. Our vision is to be the employer and contractor of choice for construction services and solutions in the heavy civil, marine, and transportation markets by providing meaningful work that results in exceeding customer expectations and providing unsurpassed value.

About the Role

The Executive Assistant provides high-level administrative and operational support to the President/CEO and key members of the executive team. The successful candidate will be a proactive problem solver who anticipates needs, manages competing priorities, and ensures the efficient operation of executive schedules, business travel, meetings, and special events. This individual will interact regularly with company leadership, employees, clients, vendors, and community partners and must maintain the highest standards of confidentiality and professionalism.

Responsibilities

• Provide direct administrative support to the President/CEO, and limited support for two Operations VP’s and other leadership team members
• Screen communications and phone calls for President/CEO
• Prepare and manage correspondence, reports, and other business documents
• Maintain organized filing systems, including confidential records
• Coordinate all aspects of travel for the President/CEO and other leaders, including air travel, accommodations, ground transportation and itineraries
• Communicate and maintain travel documentation and provide real-time support during travel disruptions or schedule changes
• Process and track expense reports and invoices in a timely and accurate manner
• Lead planning and execution of the annual Management Meeting, including venue selection, contract coordination, meals and meeting room set-up, travel arrangements and on-site event support
• Coordinate other meetings and events such as annual holiday/awards dinner
• Administer and coordinate use of company-owned tickets for sporting events and other entertainment venues, including logistics like ticket transfers, parking passes and utilization
• Performs additional duties as assigned

Requirements

• Associate's degree or equivalent work experience
• 5+ years of experience supporting owners, presidents or senior leadership teams
• Experience coordinating complex travel plans efficiently
• Demonstrated success managing company events, meetings or conferences
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint

Skills

• Ability to anticipate needs and proactively resolve issues before they arise
• Ability to exercise sound judgement and maintain strict confidentiality
• Exceptional organizational, time management and prioritization skills
• Strong written, verbal and interpersonal skills
• Strong relationship-building skills and ability to work effectively with employees at all levels
• Skilled at managing multiple priorities in a dynamic environment
• Professional presence and customer service mindset