Executive Administrative Assistant - The Contractor Consultants

Join Zapas Construction Corp as an Executive Administrative Assistant!

Job Title: Executive Administrative Assistant

Company Name: Zapas Construction Corp

Salary: $65,000 - $100,000 per year

Full Job Description

Zapas Construction Corp is looking for a highly organized and proactive Executive Administrative Assistant to support our executive team. As an Executive Administrative Assistant, you will play a crucial role in ensuring smooth operations within our office, managing executive schedules, and handling a variety of administrative tasks. Your ability to anticipate needs, prioritize tasks, and maintain confidentiality will be key to your success in this role.

• Calendar Management: Coordinate and manage the executive team's calendars, scheduling meetings, appointments, and travel arrangements. Ensure all commitments are met and proactively resolve any conflicts.
• Communication: Serve as the primary point of contact for internal and external communications on behalf of the executive team. Draft, proofread, and edit correspondence, presentations, and reports.
• Meeting Coordination: Organize and prepare for meetings, including creating agendas, booking meeting rooms, arranging catering, and ensuring all necessary materials are available.
• Travel Arrangements: Arrange detailed travel plans, itineraries, and accommodations for executives. Prepare and submit expense reports following company policies.
• Document Management: Maintain and organize files, records, and documents, ensuring easy access and retrieval. Handle confidential and sensitive information with discretion.
• Project Support: Assist with special projects and initiatives as required, including conducting research, compiling data, and preparing reports. Provide administrative support to various departments as needed.
• Office Management: Oversee general office operations, including managing office supplies, coordinating maintenance requests, and ensuring a tidy and professional workspace.
• Event Planning: Plan and coordinate company events, meetings, and conferences, ensuring all logistics are managed effectively.
• Relationship Management: Build and maintain positive relationships with clients, vendors, and internal team members. Handle inquiries and requests professionally and promptly.

• Experience: Minimum of 3-5 years of experience as an executive assistant or in a similar administrative role, preferably within the construction or related industry.
• Education: Bachelor's degree in Business Administration, Communications, or a related field is preferred but not required.
• Skills:
  • Excellent organizational and multitasking abilities.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
  • Attention to detail and a high level of accuracy in all tasks.
• Professionalism: Ability to handle confidential information with integrity and discretion. Professional demeanor and strong interpersonal skills.
• Problem-Solving: Demonstrated ability to work independently, anticipate needs, and solve problems effectively. Ability to adapt to changing priorities and manage multiple tasks efficiently.
• Time Management: Strong time-management skills and the ability to meet deadlines in a fast-paced environment.
• Flexibility: Willingness to work occasional overtime or travel if needed to support the executive team.

• Paid Time Off
• Work Life Balance
• Performance or Annual Bonuses
• Continued Training and Certifications
• Company Vehicle Mileage Reimbursement

• 8 hour shift
• Monday to Friday

• Astoria, NY