Office Supervisor

Gilbane Building Company•New York, NY

13d•$110,000 - $125,000•Onsite

About The Position

Gilbane is seeking an Office Supervisor to oversee the daily administrative operations of its NYC Business Unit office, provide comprehensive executive assistant support to office executives, and lead the administrative support team. The position requires a positive, reliable, flexible, highly organized professional who can manage multiple priorities, exercise sound judgment, and adapt to changing office and executive needs. The role is based in the NYC office, Monday through Friday, 7:45 a.m. to 5 p.m. The Office Supervisor oversees office operations and clerical staff, maintains an organized workplace, and serves as a liaison between staff and leadership. The role also provides executive support, including managing correspondence, confidential matters, calendars, meetings, travel, expenses, reports, records, and communications. The position may include coordinating employee training and events, and it includes direct supervision, coaching, workload coordination, and performance support for administrative staff. The successful candidate leads with an inclusive and empathetic mindset, helps develop high-performing teams, and applies strategic thinking, emotional intelligence, and accountability. Gilbane offers training through Gilbane University and an experienced team. The NYC salary range is $110,000 to $125,000, plus benefits and a retirement program. Applicants offered a position must pass a pre-employment substance abuse test.

Requirements

Associate or bachelor’s degree in business or a related field.
At least 5 consecutive years of experience in an Office Supervisor or Office Manager role.
Excellent writing and communication skills.
Ability to schedule efficiently while considering time management and travel logistics.
Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
Exceptional organizational skills and ability to meet deadlines while ensuring accuracy.
Strong interpersonal and hospitality skills.
Ability to work effectively with internal leadership and staff at all levels, including the CEO and executive direct reports, as well as external clients and vendors.
Ability to work in the NYC office Monday through Friday, 7:45 a.m. to 5 p.m.

Nice To Haves

Experience in the Architecture, Engineering, or Construction industries is preferred.

Responsibilities

Oversee daily office operations, including supervising clerical staff, maintaining kitchen and office supply inventories, coordinating employee events and office procedures, and ensuring a clean, well-organized workplace.
Act as a liaison between staff and leadership to promote a productive and organized work environment.
Keep executives informed of upcoming commitments, responsibilities, and workplace developments; anticipate emerging issues and represent the executive and company professionally.
Review, prioritize, and follow up on matters directed to the executive, including sensitive or confidential issues; determine appropriate action, referral, or response and ensure completion.
Support executive time management by reviewing, researching, and routing correspondence and emails; drafting letters and documents; gathering and analyzing information; and initiating communications.
Complete deliverables such as acknowledgement letters, personal correspondence, and other tasks that help the executive lead the Business Unit.
Maintain the executive’s appointment schedule by planning and scheduling meetings, conferences, and travel; review the calendar weekly and help ensure appointments begin and end on time.
Maintain and submit the executive’s expense reports accurately and on time.
Protect company and customer confidence by keeping information confidential.
Compile and analyze information for reports; maintain filing and retrieval systems; and document meeting discussions.
Coordinate and facilitate management meetings and record minutes as needed.
Potentially serve as Learning Coordinator, working with Business Unit Leaders, department heads, and HR to identify annual training needs.
Create training schedules for Business Units and departments and communicate company training opportunities to employees.
Organize and execute trainings and events, including scheduling, sending reminders, preparing facilitator materials, and arranging catering.
Train direct reports on processes, procedures, and daily tasks.
Manage the workload and performance of direct reports in alignment with company standards.
Foster a positive and inclusive environment that motivates and engages team members.
Help communicate company and department strategy to direct reports.
Provide direct supervision, coaching, workload coordination, and performance support for current and future administrative team members.
Balance office-management and executive-assistant responsibilities while responding positively and flexibly to multiple priorities, changing needs, and time-sensitive requests.
Perform other duties as assigned to support the office, executive leadership, and Business Unit.