Executive Assistant to CEO | Proactive, Organized

Alliance Building Services is one of New York City's most trusted and fastest-growing building services firms, backed by nearly 30 years of industry expertise. We are driven by a commitment to excellence, built on the pillars of professional integrity, responsive service, and a strong investment in our people. At Alliance, we believe in building lasting partnerships—not just with our clients, but with every member of our team.

Our reputation for quality service and our rapid growth reflect the strength of that philosophy.

Join us and become part of a company where your contribution matters and growth is supported.

Job Overview

We are seeking a highly organized and proactive Assistant to provide comprehensive

administrative support to our executive team. The ideal candidate will possess exceptional

communication skills and a strong attention to detail, ensuring that all tasks are completed

efficiently and effectively. This role is pivotal in maintaining the smooth operation of our

office and supporting various projects and initiatives.

Duties

• Calendar Management:
Effectively manage the CEO’s calendar, including

scheduling meetings, appointments, and events while prioritizing and handling

conflicts as they arise.

• Client Communication:
Act as the point of contact for clients, delivering

correspondence, ensuring timely follow-up, and maintaining positive relationships.

• Travel Arrangements:
Make detailed travel arrangements, including flights,

accommodations, and itineraries for the CEO.

• Team Coordination:
Assist in overseeing and coordinating tasks with other clerical

and administrative staff as needed.

• Documentation and Reporting:
Prepare, format, and proofread memos,

presentations, expense reports, and emails for internal and external

communication.

• 3-5 years of experience as an Assistant or preferably in a fast-paced environment.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with

Docu Sign.

• Tech-savvy, with the ability to quickly learn and adapt to new tools and software.

• Excellent proofreading skills with a keen eye for detail.

• Strong customer service orientation with effective communication skills.

• Ability to work independently/multi-task in a fast-paced environment.

• High level of discretion and confidentiality.

• Ability to lift 30-50 lbs.

• Prior experience in event planning is a plus but not required.

• A proactive attitude with a willingness to learn and adapt to new challenges

Hourly: $33.00

Schedule: Monday to Friday | 8:30 AM - 5:30 PM

Benefits:
Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays