Executive Assistant

3 weeks ago

Columbia, Maryland, United States Shawmut Full time
Overview

First Finish, a premier full-service hotel renovation contractor is now part of the Shawmut family As a 100% employee-owned company, we are committed to our people, client service, execution, and safety. 

Here is a glimpse into what we are offering:

  • Competitive base salary and an annual bonus
  • Health, Life, Long/Short Term disability, Dental and Vision Insurance.
  • Employee Stock Ownership Plan (ESOP) - be an employee owner
  • 401K with Match - receive company match up to 4% of your eligible pay.
  • Generous Paid Time Off policy - including vacation, summer Fridays, holidays, personal sick and a volunteer day.
  • The Extras: cell phone, laptop, tuition reimbursement, pet insurance, financial planning services and many more.
Responsibilities

We are looking for an Executive Assistant to provide high level administrative support to our executive team by leveraging time, managing priorities, executing tasks, and maintaining support availability, ensuring the executives can maximize their effectiveness. In accomplishing this, the Executive Assistant is responsible for relationship management and serving as a liaison for those being supported as well as the department/region and the organization.

  • Maintains Executive's calendar and daily schedule ensuring Executive is prepared for all meetings.
  • Drafts letters, emails, reports and other correspondence as required on behalf of the Executive. Maintains confidential files.
  • Attends meetings as requested to take and distribute minutes and follow-up on action items.
  • Arranges business travel and manages expense reporting and reimbursements in a timely manner.
  • Prepare materials, presentations and reports ahead of business trips and meetings.
  • Coordinates meetings both internally and externally including scheduling, response tracking, preparing agendas, coordinating AV & technology requirements, ordering catering, etc.
  • Works to minimize expenses through competitive vendor selection, accurate budgeting and proper coding of invoices and expense reports.
  • Trains and on-boards new Executive Assistants and Administrative Assistants as required.
  • Provides back-up to support to other group Executive Assistants.
  • Communicate with managers and staff outside the department and across functions and other business units. May communicate with outside clients and vendors.
  • Coordinates and implements special projects. Serves on internal committees as requested.
Qualifications
  • Experience: A minimum of 5 years of work experience with at least 3 years in an administrative or related role in a fast-paced organization. Experience supporting C-level executive preferred.
  • Education: a bachelor's degree in related field is required or an equivalent combination of additional experience and/or training will be considered.
  • Additional Role Specific Skills:
    • Excellent interpersonal, communication and diplomacy skills. Can interact effectively with internal and external partners.
    • Must be exceptionally proactive and organized to multitask, prioritize, and meet deadlines and schedules; must be able to keep others organized and on track.
    • Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.

CRITICAL SKILLS/ SPECIFIC COMPETENCIES

  • Understanding of construction principles, practices, procedures, means and methods.
  • Excellent verbal and written communication skills in English.
  • Demonstrated initiative, follow through, resourcefulness, efficiency, and attention to detail.
  • Strong working knowledge of MS Office (MS Word, Excel, PowerPoint) and MS Teams
  • Ability to learn new software and applications.
  • Ability to quickly learn organization structure and stakeholders.
  • Ability to create a culture of inclusion and belonging by acting with courage, humility, and curiosity; desire to learn about others and self-reflect.
Additional Information

First Finish prohibits discrimination against any staff member or applicant on the basis of race, color, sex, sexual orientation, gender identity/expression, age, religion, national origin, marital status, veteran status, pregnancy, physical or mental disability, genetic information, disability, creed, citizenship status, or any other legally protected characteristic

Columbia MD Base Salary Range: $65,000 – $80,000 The range stated is specific to Columbia, MD. Placement within the listed range depends on many factors including, but not limited to years of experience, project size capability (for Construction & Field roles) and internal company equity.

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