Are you ready for a dynamic and fulfilling opportunity? Gilbane Building Company is actively seeking an organized and innovative Executive Administrative Assistant to support our Executive Vice President of Risk and Insurance.  This position will be located in Gilbane’s Providence office. As an Executive Administrative Assistant at Gilbane, you’ll be more than an administrative professional. You’ll be a key player in our executive team, contributing directly to our company’s success.

The role of an Executive Administrative Assistant goes beyond standard administrative duties with the ability to champion innovative solutions. The core areas of focus involve managing calendars, coordinating travel, and contributing to critical decision-making processes. This role requires proactivity, attention to detail, and the ability to maintain confidentiality while juggling multiple responsibilities. You’ll be at the forefront of our organization, handling high-profile tasks and ensuring seamless operations. Successful candidates must be self-motivated, energetic, flexible, and confident.

Who are we?

Gilbane, Inc., a family-owned enterprise and leading diversified holding company, has been shaping communities since 1870. Our brand, dynamic and steeped in history, reflects our enduring legacy. With a diverse clientele and an unwavering commitment to innovation, we are dedicated to making a positive impact on the communities we serve.

Who Are You? 

You are someone who acts inclusively, showing empathy and treating others with respect and dignity in order to uphold Gilbane’s core value of Caring and “People First” workplace culture. You seek to listen in order to understand and can convey information clearly. You’re a strong problem solver who can identify, prioritize, and implement alternatives for solutions, and you demonstrate adaptability by collaborating with others and supporting team members to achieve excellence. A self-starter who shows passion, commitment, and ownership all while delivering on business outcomes and driving results. You’re someone who identifies opportunities for new and improved ways of doing things that result in value-add solutions.  

Your core values match Gilbane’s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship. 

What does Gilbane offer you?

Gilbane, Inc. fosters a dynamic environment where you collaborate with a diverse cohort, unlocking limitless possibilities for exploration, growth, and learning. Our commitment to inclusivity and compassion ensures that every employee is regarded as a valued member of our family. At Gilbane, Inc., you’ll gain insights from industry pioneers and enjoy access to world-class internal resources.

1. Email Traffic Management:
   • Monitor incoming emails and assess where responses are needed.
   • Follow up on behalf of the EVP, ensuring timely and accurate communication.
   • Prevent anything from falling through the cracks by maintaining meticulous attention to detail and organization.
2. Routine Administrative Support:
   • Provide day-to-day administrative assistance to EVP and Insurance and Risk team.
   • Handle tasks such as scheduling, document preparation, and data entry.
3. Correspondence Preparation:
   • Draft and edit correspondence, memos, and reports.
   • Ensure accuracy and professionalism in all communications.
4. Meeting Coordination and Catering:
   • Coordinate logistics for executive, board, and board committee meetings.
   • Arrange catering services when applicable.
5. Travel and Calendar Management:
   • Book travel and manage executive itineraries and calendars.
   • Seek the most efficient travel methods.
   • Thoroughly prepare EVP for trips and meetings, including providing necessary contact information, meeting details, and agendas.
   • Coordinate professional and personal schedules.
6. Expense Reporting:
   • Accurately complete and reconcile expense reports using Nexxus.
   • Audit expenses against credit card statements.
7. Conference Calls and Meetings:
   • Proficiently set up and manage conference calls and meetings for executives.
8. File Management:
   • Maintain efficient electronic and hardcopy files.
   • Archive documents as needed.
9. Incoming Mail Handling:
   • Open incoming mail and identify actions required.
   • Take initiative to address urgent matters.
10. Proactive Communication:
    • Answer correspondence, telephone calls, and email messages on behalf of the executive.
    • Exercise sound judgment in prioritizing tasks.
11. Confidentiality and Accuracy:
    • Handle sensitive information with utmost confidentiality.
    • Maintain meticulous accuracy in all administrative tasks.
12. Adaptability and Efficiency:
    • Suggest new and more efficient procedures when appropriate.
    • Effectively manage multiple tasks and assignments.
13. Champion Innovation:
    • As an Executive Administrative Assistant, actively seek opportunities to innovate administrative processes.
    • Propose creative solutions to enhance efficiency, streamline workflows, and improve communication.
    • Embrace technology tools that can automate repetitive tasks, freeing up time for strategic thinking.
14. Craft Executive-Level Materials:
    • Develop concise and impactful materials tailored for high-level meetings including agendas, presentations, reports, and visual aids that effectively communicate complex information to senior stakeholders.
    • Emphasize strategic insights, key data points, and actionable recommendations to drive informed decision-making during critical discussions.
15. Manage company vehicle leasing program

EXPERIENCE/EDUCATION

• 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

KNOWLEDGE, SKILLS & ABILITIES

• Professional Demeanor:
  • Consistently present in a polished manner. Additionally, should demonstrate exceptional communication abilities, especially considering the frequent interactions with external stakeholders and the role of representing the executive’s office.
  • Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
  • Team player coordinating with multiple stakeholders including Board of Directors and internal departments within Gilbane.
• Cultural Awareness:
  • In a performance driven environment, show empathy and treating others with respect and dignity to uphold Gilbane’s core values.
  • Given the global nature of business, understanding cultural differences is crucial. An EA should adapt their approach based on the context.
• Strong Technological Aptitude:
  • Demonstrate high level of proficiency in Microsoft Office applications and technology.
  • Experience with Concur Expense System is a plus
  • Ability and willingness to adapt to and learn new technologies.
  • Experience managing a company vehicle leasing program is a plus
• Organization and Communication Strategies:
  • Detail-oriented with strong communication skills, both verbal and written.
  • Exceptional organizational skills to ensure regular deadlines are met and content is accurate.
  • 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 the ability to effectively manage multiple tasks and assignments.

Salary to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.    
For Rhode Island, this ranges from $78,000-$105,000 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.