Executive Assistant

Work hard. Have fun!

At Cerris Systems (formerly MMC Contractors), we believe in delivering quality craftsmanship while having fun along the way. Our group of construction service companies prides itself on our almost 100-year history, our employee ownership structure, and our competitive pay and benefits. From the moment you start working with us, we've got your growth in mind. We believe Cerris isn't just a great place to start your career - it's a great place to watch it advance for years to come.

Come build the extraordinary with us. Apply today.

Nature of Work

Provide supervisory and administrative support services.

Essential Duties and Responsibilities

• Serve as communication conduit to executive staff, as necessary.
• Create and update files of various kinds, i.e., documents, spreadsheets, and databases.
• Oversee the planning and organization of company events, fundraisers, community service opportunities, parties, etc. with assistance from administrative staff.
• Create and update company/department files, i.e., documents, spreadsheets, and databases.
• Perform as Onboarding Coordinator, which includes following strategic center's processes for new employee onboarding, including but not limited to new hire paperwork, welcoming initiatives, background checks, drug screening, etc. while maintaining high level of confidentiality.
• May be responsible for managing office's IT support and troubleshoot basic IT issues.
• Drive community service involvement by ensuring availability of opportunities and employee engagement.
• Manage, train, and provide support to administrative team.
• Communicates and supports goals to motivates team performance and productivity in alignment with the corporate strategic plan and individual development.
• Lead effective team meetings and recognize individual and team accomplishments.
• Review scheduling and work assignments to assist the team with effective resource management.
• Interview prospective employees and provide input to Department Manager regarding the best applicant based on skills, knowledge, and abilities to do the job.
• Conducts performance evaluations for assigned team.
• Review and approve direct reports' timecards, time off requests, and expenses.
• Manage coaching/disciplinary related issues for direct reports, utilizing communication and conflict resolution.
• Curate office intranet presence by submitting info and pictures of activities, events, accolades, etc.
• Perform high level of administrative support for executive staff.
• Compose and/or edit letters, memos, reports, procedures, etc., as required.
• May help develop, interpret, and administer a company policy, program or procedure requiring independent decision making.
• Act on behalf of executive staff in the maintenance of client relations through personal recognition, response, and follow-up.
• Assist executive staff with responsibilities related to boards, committees, social and charitable activities.
• Prepare documents and presentations for internal/external meetings i.e., board, associations, community affiliations, etc.
• Promote the company safety culture and safety awareness throughout the company, projects, or office.
• Exercise initiative or, as directed, perform additional duties to meet the needs of the organization.

Qualifications

• Ability to actively prioritize, lead, collaborate with, and function well within a team- oriented environment across multiple projects
• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Ability to understand and implement best practice standards
• Knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems
• Ability to deliver quality through attention to detail
• Organizational skills
• Listening skills
• Ability to adapt to change and stress in the work environment and manage competing demands while maintaining high performance levels
• Ability to be proactive and resourceful
• Ability to follow-up on inquiries in a timely manner
• Ability to prioritize multiple projects
• Proficiency in MS Office and all other company utilized software
• Ability to build relationships with team members that transcend a project
• Ability to build relationships and collaborate within a team
• Ability to learn and use a variety of software, tools, and systems necessary to meet business needs
• Ability to supervise personnel
• Ability to provide performance management feedback and complete evaluations
• Ability to provide mentorship to less experienced team members

Education

• Associate degree (AA) or equivalent from a two-year college or technical school or equivalent work-related experience.

Experience

• 5+ years or more of related work experience preferred.

Decision Making

• Follows directions and refers all exceptions to supervisor

Physical Demands

• Must be able to lift up to 25 pounds
• Normal office environment
• Frequent activity: sitting, viewing, and typing on computer screen
• Occasional activity: standing, walking, bending, reaching above shoulder

Cerris and our companies are an Equal…