Office Supervisor

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Office Supervisor who will oversee the daily administrative operations of the NYC Business Unit (BU) office, provides comprehensive executive assistant support to office executive(s), and leads the administrative support team. This role requires a positive, reliable, flexible, and highly organized professional who can manage multiple priorities, exercise sound judgment, and adapt to evolving office and executive needs. Ability to work in the NYC office Monday through Friday, 7:45 a.m. – 5 p.m. is required.

• Oversees daily office operations, including supervising clerical staff, maintaining kitchen and office supply inventories, coordinating employee events and office procedures, and ensuring a clean, well-organized workplace.
• Acts as a liaison between staff and leadership, promoting a productive and organized work environment 
• Keeps the executive informed of upcoming commitments, responsibilities, and workplace developments; anticipates emerging issues and represents the executive and company with the highest level of professionalism 
• Reviews, prioritizes, and follows up on matters directed to the executive, including sensitive or confidential issues; determines the appropriate action, referral, or response and ensures completion 
• Maximizes the executive’s time by reviewing, researching, and routing correspondence and emails; drafting letters and documents; gathering and analyzing information; and initiating communications
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead the Business Unit
• Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences, and travel and reviews calendar on a weekly basis for planning time accordingly; assists executive in arriving and ending appointments in a timely manner to best utilize his time 
• Maintains and submits the executive’s expense report ensuring timely and accurate submittal of expenses 
• Maintains company and customer confidence and protects operations by keeping confidential information 
• Compiles and analyzes information to prepare reports; maintains filing and retrieval systems for historical reference; and documents meeting discussions 
• Contributes to management team effort by coordinating and facilitating various management meetings and recording minutes as needed 
• May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs 
• Creates training schedules for BU/departments and communicates scheduled company training opportunities to employees to encourage participation 
• Organizes and executes trainings and events including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering 
• Trains direct reports on processes, procedures, and completion of daily tasks 
• Manages workload and performance of direct reports, ensuring alignment with overall 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 current administrative staff and any additional administrative team members added in the future
• Balances office-management and executive-assistant responsibilities while managing multiple priorities, shifting needs, and time-sensitive requests with a positive, flexible, and solutions-oriented approach
• Performs other duties and responsibilities as assigned to support the needs of the office, executive leadership, and the Business Unit

KEY COMPETENCIES

• Deploy a Strategic Mindset - Take a broad, global perspective when considering proactive solutions to long-term opportunities and risks that might develop in the future.
• Display Emotional Intelligence - Demonstrate the capacity to recognize feelings and patterns of behavior and those of others. Manage emotions effectively in ourselves and our relationships.
• Drive Team Accountability - Determine priorities and delegate work; monitor and communicate progress.  Establish measures to assess the impact, quality and timeliness of results; praise success and learn from mistakes.
• Coach and Develop Others - Provide feedback, instruction, and development guidance to help others excel in their current or future job responsibilities.  Plan for and support development of individual skills and abilities.

EXPERIENCE/EDUCATION

• 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 

KNOWLEDGE, SKILLS & ABILITIES

• Excellent writing and communication skills 
• Ability to efficiently schedule taking time management and travel logistics into consideration when scheduling 
• Must be Proficient 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, including the firm’s CEO and executive direct reports, as well as external clients and vendors 
• Exceptional organizational skills to ensure regular deadlines are met and content is accurate 
• Ability to work in the NYC office Monday through Friday, 7:45 a.m. – 5 p.m. is required

Salary to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team. For NYC, this ranges from $110,000.00 - $125,000.00 plus benefits and retirement program.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

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