Executive Assistant
Shawmut Design and Construction
- Providence, RI
- Permanent
- Full-time
- Health, Dental, and Vision Insurance.
- Employee Stock Ownership Plan (ESOP) – Be an employee-owner!
- 401(K) with Company Match – Receive a company match up to 4% of your eligible pay.
- Generous Paid Time Off – vacation and sick time, 12 holidays, summer Fridays, and a yearly volunteer day.
- The Extras – Cell phone, laptop, tuition reimbursement, pet insurance, financial planning services, and more.
- Maintains the 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.
- Prepares materials, presentations and reports ahead of business trips and meetings.
- Coordinates meetings both internally and externally including scheduling, response tracking, preparing agendas, coordinating AV and technology requirements, ordering catering, etc.
- Works to minimize expenses through competitive vendor selection, accurate budgeting and proper coding of invoices and expense reports.
- Assists with monitoring departmental budget and account balances as needed.
- Trains and onboards new Executive Assistants and Administrative Assistants as required.
- Provides back-up to support to other group Executive Assistants.
- Communicates 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.
- A minimum of 5 years' experience working as an Executive Assistant
- Experience in the construction industry preferred, but not required
- Bachelor’s degree in related field is required or an equivalent combination of additional experience and/or training will be considered.
- Excellent communication skills and diplomacy to interact and communicate effectively with internal and external contacts.
- Exceptionally 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.
- Demonstrated initiative, follow through, resourcefulness, efficiency and attention to detail.
- Strong working knowledge of MS Office (MS Word, Excel, PowerPoint).