Executive Assistant

Executive Assistant

We are looking for an 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.