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About the Role
Gilbane is seeking an Office Supervisor to oversee daily administrative operations, provide executive assistant support, and lead the administrative team in the NYC Business Unit office. This role requires a positive, reliable, flexible, and highly organized professional capable of managing multiple priorities and adapting to evolving needs.
Responsibilities
- Oversees daily office operations, including supervising clerical staff, maintaining inventories, coordinating events, and ensuring a clean workplace.
- Acts as a liaison between staff and leadership to promote a productive work environment.
- Keeps the executive informed of upcoming commitments and workplace developments.
- Reviews, prioritizes, and follows up on matters directed to the executive, ensuring appropriate action and completion.
- Maximizes the executive’s time by managing correspondence, drafting documents, and gathering information.
- Completes critical aspects of deliverables with a hands-on approach.
- Maintains the executive’s appointment schedule, including meetings, conferences, and travel.
- Maintains and submits the executive’s expense report.
- Protects operations by keeping confidential information.
- Compiles and analyzes information to prepare reports, maintains filing systems, and documents meeting discussions.
- Coordinates and facilitates management meetings and records minutes.
- May serve as Learning Coordinator, determining annual training needs with management and HR.
- Creates training schedules and communicates company training opportunities to employees.
- Organizes and executes trainings and events, including scheduling, reminders, material provision, and catering.
- Trains direct reports on processes, procedures, and daily tasks.
- Manages workload and performance of direct reports, ensuring alignment with company standards.
- Fosters a positive and inclusive work environment to motivate and engage team members.
- Aids in communicating company and department strategy to direct reports.
- Provides direct supervision, coaching, workload coordination, and performance support for administrative staff.
- Balances office-management and executive-assistant responsibilities while managing multiple priorities and time-sensitive requests.
- Performs other duties and responsibilities as assigned.
Requirements
- Associate or bachelor’s degree in business or related field.
- 5 or more years of consecutive experience in an Office Supervisor/Manager role is required.
- Experience in the Architecture, Engineering, or Construction industries is preferred.
- Ability to work in the NYC office Monday through Friday, 7:45 a.m. – 5 p.m. is required.
Skills
- Excellent writing and communication skills.
- Ability to efficiently schedule, considering time management and travel logistics.
- Proficient in Microsoft Office Suite (Excel, Word, Power point, Outlook, Teams, SharePoint).
- Exceptional organization skills.
- Strong interpersonal and hospitality skills.
- Ability to work effectively with all levels of internal leadership and staff, as well as external clients and vendors.
- Exceptional organizational skills to ensure regular deadlines are met and content is accurate.
Location
- NYC
Work Type
- Onsite
- Full-time
Experience Level
- 5+ years of experience
Education Level
- Associate or bachelor’s degree
Salary/Compensations
- $110,000.00 - $125,000.00
Benefits
- Competitive health and welfare benefits.
- Generous profit-sharing/401k plan.
- Multi-dimensional training opportunities through Gilbane University.
- Opportunity to learn new industry skills.
About the Company
- Gilbane is a family-owned, Top-10 ENR Contractor with 45 offices, shaping communities since 1870.
- Consistently recognized as one of the most reputable construction management firms.
- Committed to delivering projects safely and on-time.
- Opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more.
Equal Opportunity
- 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.
- Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.