Executive Assistant

Location: Long Island City

Description

We are looking for an Administrative/ Executive Assistant to support a fast-moving, project-driven environment in Long Island City, New York. This Long-term Contract position is ideal for someone who takes initiative, keeps complex work streams organized, and helps projects progress without needing constant direction. The role blends executive support, coordination, and operational follow-through, requiring strong judgment, effective communication, and the ability to manage competing priorities with confidence.

Responsibilities:

- Oversee several client engagements at once, keeping each assignment organized, current, and advancing according to timelines and deliverables.

- Maintain consistent communication with clients, vendors, suppliers, and internal teams to secure updates, close open items, and prevent delays.

- Arrange pickups, deliveries, and service visits while preparing detailed work orders and ensuring scheduling details remain accurate.

- Gather pricing, product availability, and lead-time information from external partners for materials, components, and specialized services.

- Source project-related materials, request samples when needed, and coordinate purchasing to ensure timely availability for upcoming work.

- Track incoming items and project materials, confirming they are properly logged and matched to the correct client or assignment.

- Prepare customer-facing quotes and proposals, monitor pending approvals, and follow up to keep decisions and work moving forward.

- Maintain organized records covering correspondence, pricing, schedules, approvals, action items, and project status updates.

- Address client questions and issues professionally, investigate missing information, and resolve concerns or escalate when appropriate.

- Support financial and administrative workflows by reviewing documentation for invoicing accuracy, assisting with vendor invoice processing, and identifying ways to improve office procedures and coordination practices.

Requirements - Demonstrated experience in a role that required ownership of projects or operations, not solely routine administrative support.

- Ability to manage numerous moving parts independently, prioritize effectively, and follow through without frequent reminders.

- Strong detail-oriented communication skills when interacting with clients, vendors, and cross-functional internal teams.

- Experience with executive support, project coordination, office management, operations support, account coordination, or vendor management.

- Sound judgment in recognizing when to resolve issues independently and when escalation is necessary.

- Proven ability to stay accurate and organized while handling interruptions, shifting deadlines, and competing priorities.

- Familiarity with calendar management, travel coordination, and executive meeting support.

- High level of discretion and ability to handle confidential company, client, employee, and financial information responsibly. Talent Match®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

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All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit  for more information.

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