Executive Assistant

Executive Assistant

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.

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more!

We are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

You are someone who acts inclusively, showing empathy and treating others with respect and dignity in order to uphold Gilbane's core value of Caring and "People First" workplace culture. You seek to listen in order to understand and can convey information clearly. You're a strong problem solver who can identify, prioritize, and implement alternatives for solutions, and you demonstrate adaptability by collaborating with others and supporting team members to achieve excellence. A self-starter who shows passion, commitment, and ownership all while delivering on business outcomes and driving results. You're someone who identifies opportunities for new and improved ways of doing things that result in value-add solutions.

Your core values match Gilbane's: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship.

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader.

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 Act 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 acknowledgement 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 protect 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

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