Executive Assistant

Saiia Construction Company LLC, a MasTec company, is currently hiring for an Executive Assistant.

The Executive Assistant is responsible for, but not limited to providing high level professional support to the President, the Equipment Center and Facilities in the areas of corporate administration, business processes, events, communications and projects.

• Manages the President’s electronic contacts to ensure accuracy of contact information.
• Provides calendar management for the President by planning, coordinating, prioritizing, and ensuring the President’s schedule is followed and respected to ensure smooth day-to-day engagements.
• Works closely with the President to keep the President well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinates on behalf of the President communications, including calls, voicemails, emails and direct interface with clients and vendors.
• Anticipates the President’s needs in advance of meetings, conferences, travel, etc.
• Coordinates executive leadership and client events such as meetings and outings.
• Coordinates locations, refreshment and food service for events as required.
• Produces and distributes documents, meeting minutes, reports, presentations and follows up on action items to drive closure.
• Serves as liaison on various projects, schedules, communications and reports between the President of Saiia Construction, various IEA business partners such as legal, marketing, equipment etc., and various government and community agencies.  
• Maintains weekly PTO tracker for salary staff.
• Makes travel arrangements as required.
• Manages benevolence requests, bereavement and get-well arrangements on behalf of the Company.
• Manages the Saiia Uniform program.
• Manages internal and external facilities staff, vendors and projects.
• Manages calls on behalf of the Equipment and Mobilization Managers in their absence.
• Manages certificates of insurance and insurance claims on behalf of the Company.
• Manages the sealed bid process for the sale of equipment on behalf of the Company.
• Manages the equipment approval and acquisition process.
• Maintains an organized electronic filing system of documents, meeting minutes, presentations, and history on Saiia Construction Company LLC.
• Manages supplies for the Corporate office and Field as required.
• Prepares and submits expense reports providing summary information for budget purposes.
• Monitors viewpoint for invoice coding and approvals.
• Plans, organizes, and manages the work of Facilities Maintenance to ensure the work is accomplished in a manner consistent with organizational expectations and requirements.
• Provide guidance to team members and monitors their performance, discipline, and attendance on regular basis.
• Responsible for professional development of facilities employees.
• Communicates and acts with a team-oriented mentality.
• Ensure positive morale and engagement of employees.
• Communicates and adheres to Company vision and values.
• Performs additional duties as assigned.

Qualifications

• Bachelor's degree in business or related field of study preferred.
• Five years of experience in executive administration, office management or another related field.  
• Proficient with computer systems and MS Office Word, Excel, PowerPoint, and Outlook.
• Experience with ERP system – Vista Viewpoint Preferred.

Knowledge/Skills/Abilities

• Knowledge of various functional areas of business including accounting, procurement, supply chain, project management and equipment.
• Must be detail oriented.
• Must have excellent organizational skills.
• Ability to communicate effectively in written and verbal correspondence.
• Ability to use email, smart phone, tablet, or computer to manage company information and documents.
• Ability to exercise independent judgment in a variety of situations.
• Ability to work independently on projects, from conception to completion.
• Ability to source vendors for projects.
• Ability to build and maintains positive relationships with all levels of the organization.
• Ability to speak effectively and communicate with general management, customers, vendors, visitors or employees of organization.
• Ability to read, analyze, and process documents such as policies and procedures.
• Ability to maintain a high level of accuracy.
• Must be able to work under pressure and meet deadlines.
• Professional.
• Reliable.
• Ability to maintain confidentiality concerning various information.
• Ability to consistently meet all deadlines.

Benefits & Perks

• Medical and dental insurance
• Prescription drug program
• Health management benefits including mental health and substance abuse programs
• Employee assistance program
• Preventative care program
• Vision insurance
• Short- and long-term disability
• Basic life and accidental death & dismemberment (AD&D) insurance
• Group voluntary term life insurance
• Voluntary accident insurance
• Voluntary cancer insurance
• Flexible spending account that includes healthcare and dependent care reimbursement
• 401(k) plan
• Vacation
• Company holidays
• Legal Zoom
• Wellness programs

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MasTec, Inc. is an Equal Employment Opportunity Employer/Disability/Veteran. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, disability, genetic information, military status, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions.

MasTec Clean Energy & Infrastructure and our subsidiaries do not work with any third-party recruiters or agencies without a valid signed agreement and partnership with the Corporate Talent Acquisition Team.