Executive Assistant, Construction & Facilities Associate

Job Summary

The Construction & Facilities Administrative Associate will be an integral part of the overall growth and development of new store locations across the United States.  The position will support our Construction and Facilities team including EA responsibilities for our VP of Construction & Facilities, Directors of Construction and Director of Facilities, along with overall support for the broader construction and facilities team.  The ideal candidate for this role will need to be organized, detail oriented, excel in multitasking, hospitality driven, and proficient in building presentations, assembling and preparing materials for executive and board level reviews, complex coordination and time management. 

Job Responsibilities And Duties

• Administrative responsibilities will or may include expense management, calendar management, special project support, and filing important project-related documents
• Interface directly with other senior executives and their support teams – your ability to work well with people on all levels is a very important part of your job;
• Review and determine appropriate executive and team schedules aligned with strategic priorities, building-in time critical work times;
• Understand priorities to strategically direct inquiries, initiative, tasks and requests;
• Schedule conference rooms, meetings and video chats;
• Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles;
• Handle confidential and sensitive information with strict compliance of public company protocols, trust is paramount.
• Work with departments across the company to manage the flow of information to internal partners including Executive Teams, Development, Design & Construction.
• Effectively use databases and other software to work with construction project managers, facilities managers and other department stakeholders to coordinate the flow of information to external stakeholders.
• Assist with on-boarding new team members.
• Plan large, high-profile events like all-hands meetings, off-sites and team building activities.
• Track all Liens and Claims filed against Shack projects and route to the appropriate party for follow up.
• General Contractor (GC) Pay Application Review and qualifying to ensure accuracy and required documentation.
• GC Pay Application Lien Waiver reconciliation and follow up notice to all parties of any deficiencies.
• GC Certificates of Insurance tracking and follow up notice to all parties of any deficiencies.
• GC Final Close Out Documents including tracking project closeout and collection of all required documentation.
• Liquidated Damage Notice tracking and coordination.
• Vendor and Owner Dates Broadcast reporting to CPMs and external stakeholders.
• Onboarding new Vendors including set up in Lucernex, Accounting & Workday.
• Landlord Reimbursement tracking and follow up notices and follow up notice to all parties.
• Tenant Allowance tracking and follow up notices and follow up notice to all parties.
• DOP Notice Tracking and follow up notices and follow up notice to all parties.
• Lucernex and Sharepoint support.
• Contract management including drafting LOI’s, compiling General Contractor AIA’s and national account riders.
• Ensure all necessary documents are saved to the project in Lucernex or Sharepoint as needed including DOP letters, special inspections contract and reports, security contract and drawing, approved GC insurance certs, project schedules, approved grease duct water test report, hood/exhaust start-up report, final TAB report, dimming panel programming report, GC ADA correction photos, GC punch photos, access panel and shut-off photos, KE start-ups, etc.
• Facilities vendor list tracking
• NSO Turnover Documentation administration
• Support Facilities Warranty, SLA, RFP Process
  
  

Knowledge, Skills, Abilities

• Excellent communication skills, both verbal and written
• Strong organizational skills with acute attention to detail, multi-tasking, commitment to accuracy, and aptitude for problem-solving
• Strong working knowledge of Microsoft Office Suite and Outlook, Excel and PowerPoint
• Ability to work under pressure and meet tight deadlines.
• Problem-solving.
  
  

Education Requirements

Requirements - Education, Experience, Physical, and Competencies

Bachelor's Degree

Education or Certificate Details

Degree in Hospitality, Project Management, Business, Real Estate or Related Field

Work Experience

2-4 years

Supervisory Experience

Not Applicable

Related Experience

• At least 2-4 years’ experience in office administration, hospitality, or project management coordination
• Commercial Real Estate experience preferred
  
  

Physical Requirements

Precise hand/eye coordination

Basic keyboarding or other repetitive motions

Operation of heavy equipment or operation of vehicles

Lifting/pushing objects weighing over 10 lbs.

Climbing and working in awkward and cramped positions

Competencies

Self-Development & Growth

Interpersonal Skills & Empathy

Effective Communication

Knowing the Business

Organization & Delegation

Driving & Delivering Results

Pay Range - $46,095.00 - $74,200.00 *The salary paid to a successful applicant will depend on the applicant’s experience, qualifications, business needs and resources, and the candidate’s location.

About Us

Beginning as a hot dog cart in New York City’s Madison Square Park, Shake Shack was created by Danny Meyer, Founder and CEO of Union Square Hospitality Group and best-selling author of Setting the Table. Shack Fans lined up daily, making the cart a resounding success, and donating all proceeds back to the park beautification efforts. A permanent stand was eventually built…and the rest is Shack history! With our roots in fine dining and giving back to the community, we are committed to high quality food served with a high level of hospitality. Our team members enjoy a positive work environment that is deeply committed to the philosophy that we "Stand for Something Good."

We are expanding across the U.S. and around the world! Join our #ShackFam

Shake Shack is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental and physical), sex, gender identity, sexual orientation, gender expression, medical condition, genetic information, marital, military and veteran status.

Our company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable laws.