Executive Assistant

At Shawmut Design and Construction, we’re proud that the culture we’ve built as a 100% employee-owned company as we have been recognized with over 83 Best Place to Work awards.  Including Best Workplace by Fortune Magazine,  Fortune Best Workplace for Women, Fortune Best Workplace for Millennials, Great Place to Work’s Best Workplace for Parents, and one of America’s Best Employers by Forbes. 

Here’s a glimpse into what we are offering:

• Health, 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.

We are looking for an Executive Assistant to provide high level administrative support to NYC's executive vice president by leveraging time, managing priorities, executing tasks and maintaining support availability, ensuring the executive 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.
• 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.

• 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: 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).
• 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.

Shawmut 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.