Executive Assistant

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  Number One Priority is managing email traffic: Exec Admin monitors where response is needed, follows up on behalf of CEO, ensure nothing falls through the cracks
• Provide routine administrative support
• Preparation of correspondence
• Coordinate catering when applicable for all executive scheduled meetings
• Travel/Calendar management: manages itinerary & calendar; seeks most efficient travel method; takes initiative to thoroughly prepare executive for trip/meeting; supplies necessary contact information, information regarding companies/individuals meeting, agendas, should others be included, etc.
• Expense reporting: completed and reconciled timely/accurately using Nexxus; audited against credit card statement
• Conference calls/meetings: proficient at setting up and managing for executive
• Files: maintain efficient files both electronic and hardcopy, archiving when necessary.
• Opens incoming mail, noting where action is required
• Takes initiative where appropriate answering on behalf of executive whether correspondence, telephone/email messages or invitations.
• Meticulous with regard to accuracy.
• Ability to maintain confidentiality.
• Sound judgment in establishing and meeting priorities with ability to effectively manage multiple tasks and assignments.
• Comfortable suggesting new/more efficient procedures.

EXPERIENCE/EDUCATION

• Bachelor’s Degree preferred
• 5-7 years of executive level administrative experience
• Strong skills and problem solving aptitude
• Microsoft Office applications and technology
• Strong proofreading skills
• Detail oriented
• Self-starter requiring minimal supervision/direction
• Anticipates needs of others on the team
• Strong organizational & office systems management skills
• Sound judgment in establishing and meeting priorities with ability to effectively manage multiple tasks and assignments
• Good writing skills will enhance growth opportunity
• Team player

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

Salary to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.
For Providence, RI this ranges from $83,000.00 - $101,600.00 plus benefits and retirement program.

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.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.