Executive Assistant

Turner Construction Co.; United States; On-site; USD 112,000 - 160,000; Full time

Job summary

Turner Construction Co. in New York City seeks an experienced Administrative Services professional to provide executive-level support to HR senior management at Headquarters, with in-office presence.

Responsibilities include calendar planning, confidential communications, meeting preparation, travel coordination, and collaboration with EH&S and other teams to support leadership goals.

Qualifications

• Associate's Degree required with minimum 12 years of executive level and/or administrative services experience.
• Administrative Certification, desired.
• Continuous learner to pursue degree program or administrative certification.
• High standards of accountability and integrity, maintain confidential information, and exercise discretion.
• Excellent interpersonal communication, professional presentation, and persuasion skills to confidently engage and influence at senior levels; engage with teams, vendors, and with all organizational levels.
• Approachable, proactive, positive, and professional.
• Professional communication skills, advanced business writing, editing and proofreading skills.
• Strong ability to prioritize responsibilities for self and others.
• Proactive follow‑up practices and capable of managing competing projects, events, and tasks with demanding time frames.
• Politically savvy and perceptive to address work demands and issues.
• Excellent critical thinking skills, use sound judgment to assess conflicts and solve problems.
• Event and meeting planning skills.
• Agile mindset, champion of innovation and lean culture concepts, able to apply continuous improvement principles and methods.
• Excellent computer and database skills, Microsoft Office suite of applications, and collaboration tools.
• Supervisory/management experience, desired.
• Commissioned Notary Public, desired.

Responsibilities

• Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with Human Resources senior management and leadership at Headquarters.
• Provide professional executive level administrative services to Human Resources senior management and leadership at Headquarters.
• Maintain appropriate confidentiality in all matters and communicate appropriate level of information to preserve security and evolve concerns to senior management and leadership.
• Forecast, plan, and manage senior managements and leaderships' calendar including arranging meeting agendas, events, and corresponding logistics while balancing business priorities and commitments.
• Keep informed and apply knowledge of business operations, serve as confidant to support leaderships' decision‑making and attainment of business goals and initiatives.
• Apply critical thinking and problem‑solving skills to daily activities and keep executive apprised of office operations, related issues, and/or changes as appropriate.
• Participate in executive/senior leadership or company officers' meetings to record and manage items and activities requiring follow‑up.
• Prepare executive summaries, reports, presentations; assemble documents in support of executive/senior leadership or company officers' commitments.
• Provide administrative and project support for Human Resources leadership and initiatives, including departmental projects, scheduling, coordination, and document preparation.
• Assist with the administration and tracking of Human Resources programs, policies, and employee‑related processes with coordination of departmental purchasing and administrative operations, including office supplies, business cards, and other departmental resources.
• Maintain organized records, documentation, and files in support of Human Resources operations and compliance requirements.
• Manage and maintain daily executive activities including travel reservations, business accommodations, and prepare itineraries and agendas.
• Partner with senior management and leadership to plan and execute events.
• Complete items requiring executive electronic signature, use only with documented authorization.
• Maintain Notary Public commission and manage corporate seal with discretion.
• Collaborate with Environmental, Health & Safety (EH&S) teams for safety‑related matters.
• Proactively seek opportunities to lead and participate in business unit initiatives and activities.
• Establish Standard Operating Procedures (SOP) for role in partnership with ATAC Team to contribute new ideas and share best practices for continuous improvement and effectiveness of AS team and share for use by entire job family.
• Embrace company culture, values, and DE&I activities.
• Manage and serve as champion for Administrative Services (AS) team in designated location(s).
• Serve as Development Partner (DP) for employees within job family.
• Other activities, duties, and responsibilities as assigned.

Skills

Executive support

Calendar management

Confidentiality

Professional communication

Notary Public

Leadership interaction

Office software proficiency

Vendor interaction

Education

Associate's Degree

Tools

Microsoft Office

Database skills

Job description

Division: Headquarters
Project Location(s): New York, NY 10001 USA
Minimum Years Experience: 12
Travel Involved: None/Not Specified
Job Type: Regular
Job Classification: Experienced
Education: Associates Degree
Job Family: Administrative Support
Compensation: Salaried Exempt
The salary range for this position is estimated to be 112,000.00 - 160,000.00 USD annualized.

Location

This role is based in the New York City office and requires regular in-office presence.

Position Description

Drive executive level administrative services for Human Resources senior management and leadership at Headquarters.

Essential Duties & Key Responsibilities

• Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with Human Resources senior management and leadership at Headquarters.
• Provide professional executive level administrative services to Human Resources senior management and leadership at Headquarters.
• Maintain appropriate confidentiality in all matters and communicate appropriate level of information to preserve security and evolve concerns to senior management and leadership.
• Forecast, plan, and manage senior managements and leaderships' calendar including arranging meeting agendas, events, and corresponding logistics while balancing business priorities and commitments.
• Keep informed and apply knowledge of business operations, serve as confidant to support leaderships' decision‑making and attainment of business goals and initiatives.
• Apply critical thinking and problem‑solving skills to daily activities and keep executive apprised of office operations, related issues, and/or changes as appropriate.
• Participate in executive/senior leadership or company officers' meetings to record and manage items and activities requiring follow‑up.
• Prepare executive summaries, reports, presentations; assemble documents in support of executive/senior leadership or company officers' commitments.
• Provide administrative and project support for Human Resources leadership and initiatives, including departmental projects, scheduling, coordination, and document preparation.
• Assist with the administration and tracking of Human Resources programs, policies, and employee‑related processes.
  Coordinate departmental purchasing and administrative operations, including office supplies, business cards, and other departmental resources.
• Maintain organized records, documentation, and files in support of Human Resources operations and compliance requirements.
• Manage and maintain daily executive activities including travel reservations, business accommodations, and prepare itineraries and agendas.
• Partner with senior management and leadership to plan and execute events.
• Complete items requiring executive electronic signature, use only with documented authorization.
• Maintain Notary Public commission and manage corporate seal with discretion.
• Collaborate with Environmental, Health & Safety (EH&S) teams for safety‑related matters.
• Proactively seek opportunities to lead and participate in business unit initiatives and activities.
• Establish Standard Operating Procedures (SOP) for role in partnership with ATAC Team (Advocates for Turner Admin Committee) to contribute new ideas and share great practices for continuous improvement and effectiveness of AS team and share for use by entire job family.
• Embrace company culture, values, and DE&I (Diversity, Equity, & Inclusion) activities.
• Manage and serve as champion for Administrative Services (AS) team in designated location(s).
• Serve as Development Partner (DP) for employees within job family.
• Other activities, duties, and responsibilities as assigned.

*The salary range for this position in NYC is estimated to be $112K - $160K. Actual compensation packages within that range are based on a wide array of factors unique to each candidate, including but not limited to skill set, years and depth of experience, certifications, and specific location.

Qualifications

• Associate's Degree from accredited degree program required, with minimum of 12 years of executive level and/or administrative services experience or equivalent combination of education and experience
• Administrative Certification, desired
• Continuous learner to pursue degree program or administrative certification
• High standards of accountability and integrity, maintain confidential information, and exercise discretion
• Excellent interpersonal communication, professional presentation, and persuasion skills to confidently engage and influence at senior levels; engage with teams, vendors, and with all organizational levels
• Approachable, proactive, positive, and professional
• Professional communication skills, advanced business writing, editing and proofreading skills
• Strong ability to prioritize responsibilities for self and others
• Proactive follow‑up practices and capable of managing competing projects, events, and tasks with demanding time frames
• Politically savvy and perceptive to address work demands and issues
• Excellent critical thinking skills, use sound judgment to assess conflicts and solve problems
• Event and meeting planning skills
• Agile mindset, champion of innovation and lean culture concepts, able to apply continuous improvement principles and methods
• Excellent computer and database skills, Microsoft Office suite of applications, and collaboration tools
• Supervisory/management experience, desired
• Commissioned Notary Public, desired

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee occasionally travels both short and long distances via a variety of conveyances. The employee may occasionally perform work on‑site at construction work sites, office locations, and/or off‑site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may occasionally work at construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.