Executive Assistant

## Overview Gilbane is seeking an Executive Assistant to provide advanced administrative and operational support to one or more company executives. Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870 and is recognized as a Top-10 ENR Contractor. ## Responsibilities - Manage calendars, coordinate travel, conferences, and meetings, and prepare executive-level communications. - Work closely and effectively with executives to keep them informed of upcoming commitments and responsibilities and follow up appropriately. - Read, research, and route correspondence and emails; draft letters and documents; collect and analyze information; and initiate telecommunications. - Complete critical deliverables, including drafting acknowledgement letters, personal correspondence, and other tasks that support executive leadership. - Research, prioritize, and follow up on incoming issues and concerns, including sensitive or confidential matters, and determine appropriate courses of action. - Maintain and submit executive expense reports accurately and on time. - Maintain confidentiality and represent the executive and company in a professional manner. - Prepare reports by collecting and analyzing information. - Develop and utilize filing and retrieval systems. - Manage day-to-day office operations, including office and kitchen supplies, employee functions, and supervision of the receptionist. - Coordinate and facilitate management meetings. - May serve as Learning Coordinator by working with business unit and department heads and Human Resources to determine annual training needs. - Create training schedules and communicate company training opportunities to employees. - Organize and execute trainings and events, including scheduling, reminders, facilitator materials, and catering. ## Qualifications - Associate's or bachelor's degree in business or a related field. - Five or more years of experience in an Executive Assistant role. - Experience in the architecture, engineering, or construction industries preferred. - Equivalent combination of education and experience may be accepted. - Strong verbal and written communication skills. - Excellent interpersonal skills and ability to work with internal management and staff, clients, and vendors. - Exceptional organizational skills and ability to meet deadlines accurately. - Ability to maintain professionalism, confidentiality, and organizational awareness. ## Compensation and Benefits Salary will be determined based on geographic location, skills, education, experience, internal equity, and team alignment. The position can be performed remotely or from any U.S. location where Gilbane has an office. Gilbane offers competitive health and welfare benefits, a profit-sharing/401k plan, and education and training through Gilbane University. Qualified applicants must pass a pre-employment substance abuse test.