[Hiring] Executive Assistant @Gilbane Building Company

Role Description

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Executive Assistant to provide advanced administrative and operational support to one or more company executives.

Responsibilities

• Manages calendars, coordinates travel, conferences, and schedules meetings, and prepares executive-level communications.
• Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities and follow up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executives updated.
• Conserves executives' time by reading, researching, and routing correspondence/emails, drafting letters and documents, collecting and analyzing information, and initiating telecommunications.
• Completes critical aspects of deliverables with a hands-on approach including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executives' ability to effectively lead the BU.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response and ensures completion of those actions.
• Maintains and submits the executives' expense reports ensuring timely and accurate submittal of expenses.
• Maintains company and customer confidence and protects operations by keeping information confidential; represents the executive and company in the utmost professional manner.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Manages the day-to-day office operations including office and kitchen supplies inventory, organizing various employee functions, and acts as the supervising receptionist.
• Contributes to management team effort by coordinating and facilitating various management meetings.
• May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs.
• Creates training schedules for BU/departments and communicates scheduled company training opportunities to employees to encourage participation.
• Organizes and executes trainings and events including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering.

Qualifications

• Associates or Bachelor’s degree in business or related field.
• 5 or more years’ experience in an Executive Assistant role.
• Experience in the Architecture, Engineering, or Construction industries preferred.
• Or equivalent combination of education and experience.

Requirements

• Strong communication skills, both verbal and written.
• Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
• Exceptional organizational skills to ensure regular deadlines are met and content is accurate.
• Ability to maintain a high degree of professionalism, confidentiality, and organizational awareness.

Benefits

• Competitive health and welfare benefits.
• A generous profit-sharing/401k plan.
• Multi-dimensional training opportunities through Gilbane University.