Executive Assistant

We are Milestone.

Milestone Contractors, L.P. is a fully integrated highway, heavy construction, and site-development general contractor, providing construction services primarily within the state of Indiana. We are prequalified with the Indiana Department of Transportation and Departments of Transportation in the states of Kentucky, Ohio, and Illinois.

Milestone is part of the Indianapolis-based Heritage Group. Heritage is a privately-held group of companies with interests in petroleum refining, aggregate production, asphalt marketing, environmental services, industrial services, and safety in addition to construction.

Joining our team means making a commitment to working The Milestone Way, and embracing our core values. 

Our five core business values are safety, quality, performance, production and profit; prioritized in that order.  Safety is our number one core value.  We will never sacrifice or compromise the safety of our team members, the traveling public or our customers.

Our four core personal values are commitment, passion, trust, and respect.  We work to live, we don't live to work; but when we are at work, it is with a commitment to be our best self, doing the best job.

If you are interested in adding to our outstanding culture, please read on.

We have an opening for an Executive Assistant to support the COO.

The Executive Assistant to the COO manages all administrative functions for the COO of the Construction Group of Heritage Construction and Materials, including calendar, travel, board presentations, communications; may provide administrative support to other members of the executive staff.

Essential Functions:

• Coordinates and maintains COO's schedule
  • Schedules and organizes complex activities such as meetings, travel, conferences
  • Maintains Outlook Calendars
  • Receives, distributes and sends mail, faxes and copies as needed
  • Meets deadlines.
• Prepares Correspondence and Communications
  • Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Maintains records of corporate expenses. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.
  • Performs desktop publishing. Creates and develops visual presentations.
  • Manages all mail and communication requests. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  • Attends meetings; takes notes and publishes minutes.
• Communicates with internal/external customers.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
  • Answers phones for COO. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
  • Greets guests in professional, friendly and hospitable manner.
  • Provides highest levels of quality and service.
  • Manages facility and coordinates rentals/leases/purchase agreements.

Required Education, Experience, Skill and Abilities

• Bachelor's or Associates Degree in Business Administration, Human Resources, Communication or related discipline; or equivalent work experience.
• 7-10 years' experience supporting executives: Vice-President, President, COO, CEO.
• Exceptional communication skills, both written and verbal.
• Expert level computer skills: MS Office, Excel, Power Point, Outlook, Word
• Ability to prioritize in a high stress, fast paced environment.
• Ability to maintain highest levels of confidentiality.
• Ability to work looking at a computer screen or screens for 6-8 hours per day.

Milestone Contractors is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veterans status or housing status.

Current Openings for Executive Assistant Jobs at The Heritage Group