Executive Assistant, Facilities Manager

Job Summary

The role entails providing high-level administrative support to our leadership, including the Executive Team and Board of Directors, while ensuring efficient operation of our Corporate Office. The leadership and management of the Office and Administrative team in support of the resource and operations groups to deliver on our values of dedication to customers and integrity. The role is also the Graniterock liaison with community partners, law enforcement, and the fire department for the Corporate Office. The role involves providing leadership while ensuring alignment with Graniterock's Family Vision, Core Purpose, Core Values, Strategic priorities, and business objectives.

Essential Job Accountabilities

1. Safety Before All Else: Uphold and advocate for every task and interaction, including Corporate Office Safety Team participation.
2. Executive Support: Efficiently manage administrative tasks for the Executive Team, Board of Directors, and Shareholders, including support of distribution and communication tasks and securing logistics for travel and events as requested.
3. Family Liaison: Act as the primary conduit to communicate the Family events around the company. Facilitate the family's participation in and from events by helping to provide the context of the event and relevant team members who will be in attendance for them to engage productively.
4. Office and Administrative Team: Develop and lead the Office Support team, ensuring coordinated and documented office operations.
5. Reception Management: Oversee front desk operations, maintaining our core value of Dedication to Customers.
6. Mail Room: Ensure effective mail room operations, including mail handling, courier services, and supply management.
7. Facility Management: Maintain all building systems, ensuring safety and efficiency, and negotiate contracts for best value in coordination with the legal team.
8. After-Hours Availability: Respond to facility emergencies or issues outside standard business hours.
9. Community Liaison: Act as the primary point of contact for community issues around the corporate office.
10. Notary Services: Provide Notary Public services to support business needs.

Education and Work Experience

• 5 years of experience related to office management or in project management preferred.
• 3 years in an administrative support role.
• 3 years of supervisory (or as a "Lead") experience preferred.
• Notary Public certification required (or the ability to acquire within 90 days on the job).

Required Knowledge, Skills and Abilities

• Must have knowledge of commonly used administrative and office concepts, practices, and procedures.
• Demonstrated ability to lead, communicate effectively and influence others.
• Excellent organizational, time management, and interpersonal skills
• Proficiency with all MS Office products (Word, Excel, PowerPoint, etc.)
• Demonstrated problem solving, decision making, critical thinking and analysis skills.
• Strong written and oral communication skills to effectively disseminate information with all levels of the organization.

Additional Requirements

• Ability to lift 25 lbs.
• Must be available to be reached via phone at all times (24/7).
• Must have a clean driving record.

This position has been identified as a "safety sensitive" role and is subject to random drug and alcohol testing, per the Graniterock Substance Abuse policy.