Executive Assistant

Gilbane Building Company•Columbus, OH

12d•Remote

About The Position

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. As a Top-10 ENR Contractor, Gilbane is consistently recognized as one of the most reputable construction management firms in the country, committed to delivering projects safely and on-time. The company is dedicated to building a diverse, inclusive, and authentic workplace and encourages individuals to apply even if their experience doesn't perfectly align with every qualification.

Requirements

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
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

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
Acts 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