Executive Assistant

Overview

Support Business Unit Leader with executive admin tasks, scheduling, communication, and office management.

Key Responsibilities

• email management
• data analysis
• file management
• training coordination
• report preparation
• schedule management

Tasks

-Conserve executives' time by reading, researching, and routing correspondence/emails; drafting letters and documents; collecting and analyzing information; initiating telecommunications. -Research, prioritize, and follow up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response and ensure completion of those actions. -Provide historical reference by developing and utilizing filing and retrieval systems. -Organize and execute training, including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering. -Successfully complete 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 business unit. -Contribute to management team effort by coordinating and facilitating various management meetings. -Solve Problems - Identify, prioritize and implement alternatives for a solution. -Champion Innovation - Identify opportunities for new and improved ways of doing things that result in value added, unique and differentiated solutions. -May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs.Create training schedules for BU/departments and communicate scheduled company training opportunities to employees to encourage participation.Organize and execute training, including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering. -Prepare reports by collecting and analyzing information. -Act Inclusively - Ensure that actions and behaviors are respectful; show empathy and treat others with dignity. Leverage capabilities and insights of individuals with diverse perspectives, abilities and motivation. -Represent the executive and company in the utmost professional manner. -Maintain and submit the executives' expense reports ensuring timely and accurate submittal of expenses. -Maintain executives' appointment schedule by planning and scheduling meetings, conferences, and travel; review calendar on a weekly basis for planning time accordingly -Create training schedules for BU/departments and communicate scheduled company training opportunities to employees to encourage participation. -Organization & Planning - Maintain organized task list of items and deliverables. Prioritize in conjunction with executive team. Help executives stay organized and efficient where noticed. -Manage the day-to-day office operations, including office and kitchen supplies inventory, organizing various employee functions, and supervising receptionist. -Work 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. -Maintain company and customer confidence and protect operations by keeping information confidential.

Requirements

• 5+ years
• bachelor’s
• adaptability
• communication
• organization
• problem solving

What You Bring

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. -Demonstrate Agility/ Adaptability - Maintain effectiveness and adjust to change by exploring the rationale, trying new approaches, and collaborating with others to make the change successful. Create an atmosphere of open-mindedness to change. -Strong communication skills, both verbal and written -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 -Communicate Effectively - Listen to understand and clearly convey information in all forms based on the audience to ensure shared meaning of the message -Exceptional organizational skills to ensure regular deadlines are met and content is accurate -Associates or Bachelor’s degree in business or related field -Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors

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Benefits

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! 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. Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Executive Assistant to support the Business Unit Leader. This role will sit primarily in the office. 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. Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

About Gilbane

-As a family-owned company, Gilbane has built a reputation for excellence and reliability, operating through its two main subsidiaries: Gilbane Building Company and Gilbane Development Company. -The Gilbane Building Company is renowned for its comprehensive construction services, which encompass construction management, preconstruction, and facilities management. -On the real estate front, Gilbane Development Company is dedicated to creating and implementing dynamic real estate programs that cater to public, private, and nonprofit sectors. The company excels in real estate development, investment, and property management, offering a full spectrum of services that include site selection, financing, and project management. -Gilbane's approach is characterized by a client-focused philosophy, where the company adapts its global knowledge to address local challenges effectively.

Sector Specialisms

Security Clearance

-qualified applicants must pass a pre‑employment substance abuse test.