Sr Support Assistant

Gilbane Building Company; Arlington (VA); On-site; USD 52,000 - 78,000; Full time

Job summary

Gilbane Building Company is seeking a Senior Support Assistant to provide high-level administrative support to the DC Business Unit, office, department, project, or job site in a fast-paced environment.

You will coordinate meetings, manage calendars, handle shipping and office maintenance, and assist senior management with BD and accounting tasks while maintaining confidentiality and delivering results.

Qualifications

• Strong administrative support experience and professionalism.
• Ability to handle confidential information with discretion.
• Self-starter who takes ownership and drives tasks to completion.

Responsibilities

• Provide high-level administrative support to the DC Business Unit, office, department, project, or job site.
• Coordinate logistics for internal and external meetings including conference room reservations, catering, and preparing materials.
• Manage conference room calendars and related schedules.
• Perform shipping/mail copying and general office maintenance.
• Order essential supplies for assigned office and conference rooms.
• Assist senior management with business development and accounting support tasks such as preparing presentations.
• Serve as the DC Office Learning Coordinator and communicate training opportunities to employees.
• Organize training events including scheduling, reminders, facilitators, and catering.
• Exercise sound judgement with confidential information and prioritize multiple tasks.
• Maintain kitchen area and assist with parking validations.

Skills

Communicate Effectively

Act Inclusively

Solve Problems

Agility/Adaptability

Drive for Results

Champion Innovation

Job description

Overview

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking a Senior Support Assistant to provide high-level administrative support to a Business Unit (BU), office, department, project, or job site.

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.

Responsibilities

• The Senior Support Assistant will provide high-level administrative support to the DC Business Unit, office, department, project, or job site.
• Coordinates and execute logistics for internal and external meetings including conference room reservations, catering, and preparing materials
• Manages conference room calendars
• Performs administrative duties such as shipping/distributing mail, copying, and office maintenance
• Order essential supplies for assigned office and conference rooms
• Assists the senior management team as requested
• Assists with business development and accounting support assignments such as preparing presentations
• Serve as the DC Office Learning Coordinator responsible for creating training schedules for DC BU/departments and communicates scheduled company training opportunities to employees to encourage participation
• Organizes and executes training, and events including scheduling, sending reminders, providing facilitators with necessary training materials, and ordering/organizing catering
• Exercises sound judgement while managing confidential information and prioritizing multiple tasks
• Maintains inventory of career fair supplies and distribution
• Serve as a contract specialist to ensure that contracts are uploaded, reviewed and approval are tracked and signature process is monitored.
• Maintains state of kitchen area by cleaning microwave, refilling paper towels, refilling soaps and replenishing condiments
• Assists in parking validations for external guests

Key Competencies

• Communicate Effectively - Listen to understand and clearly convey information in all forms based on the audience to ensure shared meaning of the message.
• Act Inclusively - Ensure that actions and behaviors are respectful; show empathy and treat others with dignity. Leverage capabilities and insights of individuals with diverse perspectives, abilities, and motivation.
• Solve Problems - Identify, prioritize, and implement alternatives for a solution.
• Demonstrate Agility/Adaptability - Maintain effectiveness and adjust to change by exploring the rationale, trying innovative approaches, and collaborating with others to make the change successful. Create an atmosphere of open-mindedness to change.
• Drive for Results - Show passion and commitment while delivering on business outcomes. Create a sense of individual ownership and accountability.
• Champion Innovation - Identify opportunities for new and improved ways of doing things that result in value added, unique and diffe