Executive Assistant - Topaz HR Advisory

About Us: We are a leading construction restoration firm specializing in restoring the exteriors of buildings in NYC. We pride ourselves on delivering high-quality services and maintaining strong relationships with our clients. We are seeking a dedicated and organized Executive Assistant to support our executive team in ensuring smooth operations and effective communication.

Job Title: Executive Assistant

Location: Midtown Manhattan – In-Person

Position Overview: The Executive Assistant will play a critical role in supporting the executive leadership team by managing schedules, coordinating meetings, and overseeing administrative tasks. This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. The ideal candidate will have experience in a fast-paced environment, ideally within the construction or restoration industry.

Key Responsibilities:

• Executive Support: Provide high-level administrative support to the c-suite executives, including managing calendars and scheduling meetings
• Travel Arrangements: Make travel arrangements for executives, including booking flights, accommodations, and transportation. Prepare detailed itineraries and ensure smooth travel experiences.
• Meeting & Event Coordination: Organize and prepare materials for meetings, including agendas, presentations, and reports. Book and coordinate conferences, events, and other corporate functions, ensuring all logistical details are handled efficiently.
• Communication Management: Act as a liaison between executives and internal/external stakeholders, handling correspondence, phone calls, and requests with professionalism and discretion.
• Office Management: Oversee office supplies and equipment, including ordering construction materials and ensuring timely delivery to project sites.
• Project Assistance: Assist with project coordination tasks, including tracking project progress, managing documentation, and liaising with vendors and subcontractors.
• Data Management: Maintain and update databases, records, and filing systems to ensure accurate and accessible information.
• Event Planning: Organize company events, such as team-building activities, client meetings, and other corporate functions.
• Calendar Management: Organize and maintain the executive’s calendar, scheduling meetings, appointments, and travel arrangements.
• Communication Management: Attend meetings, take detailed minutes during calls and emails, and ensure accurate documentation of key points.
• Follow-Up: Monitor and ensure timely follow-up on action items, tasks, and communications to ensure nothing falls through the cracks.
• Email Management: Manage the executive’s email inbox, prioritizing important communications and drafting responses when necessary.
• Task Coordination: Assist in the planning and coordination of tasks, projects, and deadlines to ensure the executive’s goals are met efficiently.
• Document Preparation: Prepare reports, presentations, and other documents as needed, ensuring they are accurate and ready for meetings or client interactions.
• Confidentiality: Handle sensitive information with discretion and maintain a high level of confidentiality at all times.
• Administrative Support: Provide general administrative support, including filing, data entry, and office organization.

Qualifications:

• Proven experience as an executive assistant or similar role, preferably in the construction or restoration industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and a proactive approach to tasks and challenges.
• Flexibility to adapt to changing priorities and business needs.
• Discretion and confidentiality in handling sensitive information.
• Must be within a 90-minute commute to Midtown Manhattan

Education & Experience:

• High school diploma or equivalent required; associate's or bachelor's degree in business administration or a related field is preferred.
• Minimum of 3-5 years of experience in an executive support role.

Benefits:

• Competitive salary within the range of $70,000 - $85,000 annually.
• Paid time off and holidays.
• Opportunities for professional development and career growth.

How to Apply: Interested candidates should submit their resume and a cover letter outlining their qualifications and experience to [Insert Contact Information].

[Confidential Company] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.