Executive Assistant - Gilbane Building Company

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Executive Assistant to support the Business Unit Leader and Senior Executives in Chicago, Illinois. This role will sit primarily in the office. 

Who are we?  

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more! 

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

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’s in it for you?   

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader. 

• Work closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities and follow up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executives updated.
• Conserve executives' time by reading, researching, and routing correspondence/emails; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executives' ability to effectively lead the business unit.
• Maintain executives' appointment schedule by planning and scheduling meetings, conferences, and travel; review calendar on a weekly basis for planning time accordingly
• Research, prioritize, and follow up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response and ensure completion of those actions.
• Maintain and submit the executives' expense reports ensuring timely and accurate submittal of expenses.
• Maintain company and customer confidence and protect operations by keeping information confidential.
• Prepare reports by collecting and analyzing information.
• Provide historical reference by developing and utilizing filing and retrieval systems.
• Manage the day-to-day office operations, including office and kitchen supplies inventory, organizing various employee functions, and supervising receptionist.
• Contribute to management team effort by coordinating and facilitating various management meetings.
• Represent the executive and company in the utmost professional manner.
• May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs.
  • Create training schedules for BU/departments and communicate scheduled company training opportunities to employees to encourage participation.
  • Organize and execute training, including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering.

EXPERIENCE/EDUCATION

• Associates or Bachelor’s degree in business or related field
• 5 or more years’ experience in an Executive Assistant role
• Experience in the Architecture, Engineering, or Construction industries preferred
• Or equivalent combination of education and experience

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

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.