Executive Assistant

Overview

At Shawmut Design and Construction, we take pride in the culture we’ve built as a 100% employee-owned company—one that’s been recognized with more than 85 Best Place to Work awards. We’ve been honored as a National Fortune Best Workplace, a Fortune Best Workplace for Women, Millennials, and Parents, and one of America’s Best Employers by Forbes—along with numerous regional recognitions across our 11 offices nationwide.

Here’s a glimpse into what we offer:

• Health, Dental, and Vision Insurance.
• Employee Stock Ownership Plan (ESOP) – Be an employee-owner!
• 401(K) with Company Match – Receive a company match up to 4% of your eligible pay.
• Generous Paid Time Off – vacation and sick time, 12 holidays, summer Fridays, and a yearly volunteer day.
• The Extras – Cell phone, laptop, tuition reimbursement, pet insurance, financial planning services, and more.

*Please note: this role works out of our Providence, RI office 3 to 4x per week with the option to work from home 1 to 2x per week.

Responsibilities

Shawmut is seeking an Executive Assistant to support our Executive Vice President of Construction, who oversees the pre-construction and scheduling functions. The Executive Assistant will manage the executive's calendar, coordinate travel, handle high-level communications and sensitive information, prepare presentations, manage expenses, serve as a liaison between the executive and internal/external stakeholders, and more. 

• Maintains the Executive’s calendar and daily schedule ensuring Executive is prepared for all meetings.
• Drafts letters, emails, reports and other correspondence as required on behalf of the Executive. Maintains confidential files.
• Attends meetings as requested to take and distribute minutes and follow-up on action items.
• Arranges business travel and manages expense reporting and reimbursements in a timely manner.
• Prepares materials, presentations and reports ahead of business trips and meetings.
• Coordinates meetings both internally and externally including scheduling, response tracking, preparing agendas, coordinating AV and technology requirements, ordering catering, etc.
• Works to minimize expenses through competitive vendor selection, accurate budgeting and proper coding of invoices and expense reports.
• Assists with monitoring departmental budget and account balances as needed.
• Trains and onboards new Executive Assistants and Administrative Assistants as required.
• Provides back-up to support to other group Executive Assistants.
• Communicates with managers and staff outside the department and across functions and other business units. May communicate with outside clients and vendors.
• Coordinates and implements special projects. Serves on internal committees as requested.

Qualifications

• A minimum of 5 years' experience working as an Executive Assistant
• Experience in the construction industry preferred, but not required
• Bachelor’s degree in related field is required or an equivalent combination of additional experience and/or training will be considered. 
• Excellent communication skills and diplomacy to interact and communicate effectively with internal and external contacts.
• Exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• Demonstrated initiative, follow through, resourcefulness, efficiency and attention to detail.
• Strong working knowledge of MS Office (MS Word, Excel, PowerPoint).

We look forward to hearing from you!

Additional Information

Shawmut prohibits discrimination against any staff member or applicant on the basis of race, color, sex, sexual orientation, gender identity/expression, age, religion, national origin, marital status, veteran status, pregnancy, physical or mental disability, genetic information, disability, creed, citizenship status, or any other legally protected characteristic.