Executive Assistant, Construction

2 months ago

New York, New York, United States Shake Shack Full time

Job Summary

The Construction & Facilities Administrative Associate will be an integral part of the overall growth and development of new store locations across the United States. The position will support our Construction and Facilities team including EA responsibilities for our VP of Construction & Facilities, Directors of Construction and Director of Facilities, along with overall support for the broader construction and facilities team. The ideal candidate for this role will need to be organized, detail oriented, excel in multitasking, hospitality driven, and proficient in building presentations, assembling and preparing materials for executive and board level reviews, complex coordination and time management.

Job Responsibilities and Duties

Administrative responsibilities will or may include expense management, calendar management, special project support, and filing important project-related documents Interface directly with other senior executives and their support teams – your ability to work well with people on all levels is a very important part of your job; Review and determine appropriate executive and team schedules aligned with strategic priorities, building-in time critical work times; Understand priorities to strategically direct inquiries, initiative, tasks and requests; Schedule conference rooms, meetings and video chats; Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles; Handle confidential and sensitive information with strict compliance of public company protocols, trust is paramount. Work with departments across the company to manage the flow of information to internal partners including Executive Teams, Development, Design & Construction. Effectively use databases and other software to work with construction project managers, facilities managers and other department stakeholders to coordinate the flow of information to external stakeholders. Assist with on-boarding new team members. Plan large, high-profile events like all-hands meetings, off-sites and team building activities. Track all Liens and Claims filed against Shack projects and route to the appropriate party for follow up. General Contractor (GC) Pay Application Review and qualifying to ensure accuracy and required documentation. GC Pay Application Lien Waiver reconciliation and follow up notice to all parties of any deficiencies. GC Certificates of Insurance tracking and follow up notice to all parties of any deficiencies. GC Final Close Out Documents including tracking project closeout and collection of all required documentation. Liquidated Damage Notice tracking and coordination. Vendor and Owner Dates Broadcast reporting to CPMs and external stakeholders. Onboarding new Vendors including set up in Lucernex, Accounting & Workday. Landlord Reimbursement tracking and follow up notices and follow up notice to all parties. Tenant Allowance tracking and follow up notices and follow up notice to all parties. DOP Notice Tracking and follow up notices and follow up notice to all parties. Lucernex and Sharepoint support. Contract management including drafting LOI's, compiling General Contractor AIA's and national account riders. Ensure all necessary documents are saved to the project in Lucernex or Sharepoint as needed including DOP letters, special inspections contract and reports, security contract and drawing, approved GC insurance certs, project schedules, approved grease duct water test report, hood/exhaust start-up report, final TAB report, dimming panel programming report, GC ADA correction photos, GC punch photos, access panel and shut-off photos, KE start-ups, etc. Facilities vendor list tracking NSO Turnover Documentation administration Support Facilities Warranty, SLA, RFP Process

Knowledge, Skills, Abilities

Excellent communication skills, both verbal and written Strong organizational skills with acute attention to detail, multi-tasking, commitment to accuracy, and aptitude for problem-solving Strong working knowledge of Microsoft Office Suite and Outlook, Excel and PowerPoint Ability to work under pressure and meet tight deadlines.

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