Executive Assistant

Overview

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. 

Who are we?  

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.

Who are you? 

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. 

What’s in it for you?   

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

EXPERIENCE/EDUCATION

• 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 

KNOWLEDGE, SKILLS & ABILITIES

• 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 

Salary to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team. This position can be performed remotely or from any U.S. location where Gilbane has an office. Salary to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team.

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.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status. Click here to view the physical demands and working conditions required to perform this role. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly. 

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