What are the responsibilities and job description for the Executive Assistant position at CSM Group?
ABOUT US:
We are a nationally ranked, safety-focused, and talent-driven organization focused on delivering project management services through tailored delivery models. Our strength is our ability to match a delivery model to specific project needs, making the construction process feel easy.
Our foundation is built on our people, culture, and values. Our teammates come first. We support each other through successes and failures and respect each other's ideas and opinions. We are a people-first company. We know there is always a way to do it better, so we seek and nurture curious minds with a desire to solve problems and move forward by being creative and curious together. We celebrate each other's successes and acknowledge hard work because we know our people are the backbone of our success. #BetterTogether!
Leading with safety is our number one priority. We believe it is a fundamental human right to have a safe workplace, so we dedicate ourselves to creating safe environments for our people and everyone we do business with.
In addition to a positive atmosphere, a happy, healthy, and supportive work environment is especially important. Upon joining CSM Group, we will provide you with a robust onboarding program to expose you to broad aspects of the organization by meeting with operations, business leaders, and peers to better understand how we operate.
SUMMARY:
This Executive Assistant (EA) is a highly organized and professional individual who will provide executive-level assistance for the Executive team of CSM Group. You will serve as a right hand to the CEO and Executive Team directly; you will act as a communications partner, supporting internal and external communications between the CEO, the Executive Team, and key stakeholders. In this key role, the EA will lead organizational and executive rhythms, run point on cross-company special project,s and be the driver behind the executive team operations. This individual will translate defined strategies into executable work streams that yield the intended results of business objectives.
This role is an Executive Staff multiplier, where you will move the business forward through sound business decisions. 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, maintaining relationships with employees at all levels, and assisting with events and special projects. The ideal candidate will have exceptional attention to detail and be dedicated to maximizing the executive teams’ time by providing seamless support.
This is a high-visibility role both internally and externally, requiring exceptional communication capabilities both verbally and in writing, 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 the ability to manage all calmly and with sophistication.
The Executive Assistant works directly with the executive team and will report to the Chief People Officer.
This is a full-time FLSA salaried, exempt position. It requires 40 work hours per week and the ability to work more if required.
INDUSTRY: Construction; Executive-level Administrative Support
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Administrative Duties (including but not limited to):
- Proactively manages executive team calendars, anticipates and resolves any scheduling conflicts or overlaps, and schedules to support teams in multiple locations.
- Tracks, follows up and helps drive completion of key deliverables.
- Coordinates local and national travel arrangements.
- Helps set up, runs and takes minutes on Teams and live meetings, troubleshoots with technology team on various systems and applications.
- Handles confidential documents and information with discretion and excellent, mature judgment.
- Facilitates and manages the distribution of NDAs to outside business partners and potential associates.
- Proactively manages responsibilities without direct supervision and exercises good judgment.
- Stays current and responsive on email and other correspondence received and prioritizes the correspondence.
- Prepares and distributes agendas prior to select meetings.
- Prepares and distributes meeting notes after select meetings.
- Manages select meeting flow and processes.
- Drafts, manages and sends communications to entire company on behalf of the executive team as needed.
- Supports the culture by supporting various committees, attending company outings, internal activities, office celebrations, etc.
- Compiles and distributes quarterly KPI reports to stakeholders, Advisory Board, etc.
- Provides other administrative support as required by the executive team.
- Strategic Planning (including but not limited to):
- Schedules and coordinates the strategic planning process with the Executive Team.
- Connects work streams that would otherwise remain siloed.
- Follows up and ensures execution of various strategic initiatives and projects.
- Collects monthly/quarterly goals from departments and distributes them to the Executive Team.
- Assembles and distributes quarterly KPI reports.
- Coordinates the corporate distribution of goals/KPI reports.
Performs other related duties as assigned.
COMPETENCY REQUIREMENTS:
- Action Oriented
- You readily take action on challenges without unnecessary planning.
- You identify and seize new opportunities.
- You display a can-do attitude in good and bad times.
- You step up to handle tough issues.
- Collaborates
- You work cooperatively with others across the organization to achieve shared objectives.
- You represent your own interests while being fair to others and their areas.
- You credit others for their contributions and accomplishments.
- You partner with others to get work done.
- You gain the trust and support of others.
- Communicates Effectively
- You are effective in a variety of communication settings: 1:1, small and large groups, or among diverse styles and position levels.
- You attentively listen to others.
You adjust to fit the audience and the message. - You provide timely and helpful information to others across the project team and organization.
- You encourage the open expression of diverse ideas and opinions.
- Interpersonal Savvy
- You relate comfortably with people across levels, functions, and cultures.
- You act with diplomacy and tact.
- You build rapport in an open, friendly, and accepting way.
- You build constructive relationships with people both similar and different than you.
- You pick up on interpersonal and group dynamics.
- You can diffuse even high-tension situations comfortably.
- Situational Adaptability
- You pick up on situational cues and adjust in the moment.
- You readily adapt personal, interpersonal, and leadership behavior.
- You understand that different situations may call for different approaches.
- You can act differently depending on the circumstances.
MINIMUM REQUIREMENTS:
- A minimum of an associate’s degree in business administration or a related field OR relevant years of experience is required.
- 2 - 5 years minimum of administration/assistant experience at the executive level.
- Proficient user of Adobe and Microsoft Office Suite.
- Excellent verbal and written communication skills.
- Extremely detail-oriented
- Consistent positive, cooperative, self-motivated, courteous, and professional attitude.
- Strong organizational skills and ability to multitask.
- Problem-solving and decision-making skills.
- Ability to act 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).
- Excellent Microsoft Office skills (Outlook, PowerPoint, Excel, Word).
- Effective problem-solving skills and the ability to make decisions must be highly dependable, organized, and a self-motivator.
VALUED, BUT NOT REQUIRED
- Experience working within the construction industry in an administrative capacity.
- An early adopter of new technology/software. Always looking for ways to improve current processes using technology.
BENEFITS FOR THIS POSITION INCLUDE BUT NOT LIMITED TO:
- Medical, Dental & Vision Package
- Eligibility begins on the date of hire
- Telemedicine is included in benefit package at no additional charge to the employee
- The company provided annual HSA contributions
- Dependent care FSA, Medical FSA, Limited care FSA
- Unlimited Paid Time Off
- Holiday Pay
- 6 Paid U.S. Holidays
- 2 Paid Floating Holidays
- Employees hired on or after July 1 will receive 1 Floating holiday that year.
- Retirement Savings Plan 401(k)
- Employees have the option to contribute to Traditional and/or Roth 401(k) plans.
- Company 401(k) Matching Contributions
- Individual & group learning sessions on portfolio planning
- 100% vesting after 3 years of service
- Bi-weekly cell phone stipend
- Employer Paid Enhanced Employee Assistance Program (EAP)
- Including but not limited to: Emotional well-being, family and relationships, legal and financial matters, healthy lifestyles, work and life transitions
- Access to EAP professionals 24 hours a day, seven days a week
- 3 face-to-face sessions with a counselor (per area of support per household per calendar year)
- Service includes eligible dependents
- Personal, competency-based development program to assist in future career growth
- Wellness Program
- Paid Parental Leave Policy: Maternal, Paternal & Adoption
- Company Paid Short and Long-Term Disability Insurance
- Optional Term Life and AD&D Insurance
- Annual apparel allotment
- Corporate and Community Events
Physical Demands & Work Environment – Jobsite
The physical demands & work environment characteristics 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. Please reach out to People Operations should you require such accommodation(s).
While performing this job, the employee may be regularly required to drive to and from the jobsites/assigned locations, sit, walk, stand, talk, hear, and smell. A major portion of the employees’ tasks require extensive walking around the jobsite, including active construction areas. The employee is required to traverse uneven terrain and work from ladders, scaffolds, and other structures, as well as work at variable heights. The employee is frequently required to use hands to handle tools, controls, and for fine motor coordination like 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 required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
For Field positions, while performing this job, the employee must frequently inspect the project site and may be exposed to ongoing construction activities, vibrations, noise, and various outside weather conditions (in all seasons). 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 (including but not limited to safety boots, hardhat, and protective eyewear) is 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.
