Executive Assistant NY

We are seeking a highly adaptable, energetic, and personable Executive Assistant to provide direct, on-the-go support to the CEO.

Please note:
This is not a traditional desk-based Executive Assistant position.The role will spend a significant amount of time accompanying the CEO to construction sites, client meetings, project walkthroughs, business meetings, and other appointments throughout the New York metropolitan area. The ideal candidate is flexible, organized, comfortable interacting with different people, and able to keep up with a fast-changing daily schedule.

Occasional weekend availability may be required for client meetings, business events, or other scheduled activities.

• Executive Shadowing & Daily Support:Accompany the CEO to client meetings, construction sites, project walkthroughs, business events, and other appointments as needed.
• Meeting & Site Documentation:Take clear and organized meeting notes, track key discussion points and follow-up items, and take photos or document basic observations during site visits.
• Schedule & On-the-Go Coordination:Assist with a dynamic and frequently changing daily schedule, including coordinating meetings, locations, transportation, and last-minute changes.
• Meeting Preparation:Make sure the CEO has the necessary documents, project information, meeting materials, addresses, contact information, and other relevant details before meetings.
• Communication Liaison:Help communicate information between the CEO, clients, office staff, project teams, and field personnel, and make sure important messages and follow-ups are not missed.
• Client & Business Meeting Support:Attend meetings with the CEO, help maintain professional communication with clients and business partners, and assist with follow-up after meetings.
• Follow-Up Tracking:Keep track of action items, reminders, requested information, and commitments made during meetings and help ensure they are followed through.
• Ad-hoc Assistance:Handle miscellaneous administrative tasks, occasional errands, and other day-to-day support needed to help the CEO’s schedule run smoothly.

• Strong communication and interpersonal skills.
• Good listening and note-taking skills, with the ability to identify important information and follow-up items.
• Comfortable communicating with clients, project managers, field personnel, vendors, and other business contacts.
• Must be comfortable being on your feet, navigating the city, and visiting active construction environments, including wearing required PPE and walking on uneven surfaces.
• Comfortable with occasional weekend meetings or business-related activities when needed.