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Executive Assistant to CEO

2 months ago

Providence Rhode Island, United States Gilbane Building Company Full time
About the Role

Gilbane Building Company is seeking a highly skilled and experienced Executive Administrative Assistant to support our CEO. This is a unique opportunity to join a dynamic and innovative company and contribute to our executive team's success.

Key Responsibilities
  • Manage calendars, coordinate travel, and contribute to critical decision-making processes
  • Provide day-to-day administrative assistance to the CEO, Non-Executive Chair, Board of Directors, and executives
  • Handle tasks such as scheduling, document preparation, and data entry
  • Draft and edit correspondence, memos, and reports
  • Coordinate logistics for executive, board, and board committee meetings
  • Arrange catering services when applicable
  • Book travel and manage executive itineraries and calendars
  • Accurately complete and reconcile expense reports using Nexxus
  • Set up and manage conference calls and meetings for executives
  • Maintain efficient electronic and hardcopy files
  • Archive documents as needed
  • Answer correspondence, telephone calls, and email messages on behalf of the executive
  • Exercise sound judgment in prioritizing tasks
  • Handle sensitive information with utmost confidentiality
  • Maintain meticulous accuracy in all administrative tasks
  • Suggest new and more efficient procedures when appropriate
  • Effectively manage multiple tasks and assignments
  • Champion innovation and propose creative solutions to enhance efficiency, streamline workflows, and improve communication
  • Develop concise and impactful materials tailored for high-level meetings
Requirements
  • Bachelor's degree preferred
  • 10+ years of experience working with C-level executives
  • Exposure to the unique demands of high-level executives and ability to handle complex tasks effectively
  • Or equivalent combination of education and experience
  • Professional demeanor and exceptional communication abilities
  • Excellent interpersonal skills and ability to work well with all levels of internal management and staff, as well as outside clients and vendors
  • Cultural awareness and ability to adapt approach based on context
  • Strategic mindset and ability to pair in-depth understanding of company with strategic outlook
  • Strong technological aptitude and proficiency in Microsoft Office applications and technology
  • Ability and willingness to adapt to and learn new technologies
  • Organization and communication strategies, including detail-oriented and strong communication skills
  • Self-starter requiring minimal supervision/direction
  • Strong organizational & office systems management skills
  • Strong writing and proofreading skills
  • Sound judgment in establishing and meeting priorities with ability to effectively manage multiple tasks and assignments
What We Offer

Gilbane Building Company offers a competitive total compensation package, including 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.