Overview

The Executive Assistant supports the Senior Vice President/Business Unit Leader.

Responsibilities

• 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.
• Conserve executives' time by reading, researching, and routing correspondence/emails; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• 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.
• Maintain executives' appointment schedule by planning and scheduling meetings, conferences, and travel; review calendar on a weekly basis for planning time accordingly
• 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.
• Maintain and submit the executives' expense reports ensuring timely and accurate submittal of expenses.
• Maintain company and customer confidence and protect operations by keeping information confidential.
• Prepare reports by collecting and analyzing information.
• Provide historical reference by developing and utilizing filing and retrieval systems.
• Manage the day-to-day office operations, including office and kitchen supplies inventory, organizing various employee functions, and supervising receptionist.
• Contribute to management team effort by coordinating and facilitating various management meetings.
• Represent the executive and company in the utmost professional manner.
• 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.

Qualifications

KEY COMPETENCIES

• Communicate Effectively - Listen to understand and clearly convey information in all forms based on the audience to ensure shared meaning of the message
• 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.
• Solve Problems - Identify, prioritize and implement alternatives for a solution.
• 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.
• Drive for Results - Show passion and commitment while delivering on business outcomes. Create a sense of individual ownership and accountability.
• Champion Innovation - Identify opportunities for new and improved ways of doing things that result in value added, unique and differentiated solutions.

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

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.