Administrative Assistant

I-Grace • New York, NY

3d • Onsite

About The Position

The Administrative Assistant plays a critical support role within the Office of the CEO, ensuring the seamless execution of daily operations in a fast-paced, high-touch executive environment. Working under the guidance of the Executive Assistant, this position requires exceptional organization, discretion, and attention to detail. This is a unique opportunity for an early-career professional to gain direct exposure to senior leadership while developing strong administrative, operational, and communication skills within a luxury residential construction environment. The ideal candidate is proactive, resourceful, and aligned with I-Grace’s commitment to professionalism, precision, and excellence.

Requirements

• 1–3 years of experience in an administrative or assistant role, supporting senior leadership
• Exceptional organizational skills with strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and general technical fluency
• Ability to manage multiple priorities in a fast-paced, dynamic environment
• Demonstrated discretion and ability to handle confidential information
• Strong problem-solving skills with a proactive, solutions-oriented mindset
• Professional, dependable, and committed to high standards of execution

Nice To Haves

• Interest in architecture, interior design, construction, or luxury services is preferred
• Proactive, resourceful, and highly organized with a “no task too small” mindset
• Comfortable operating in a high-performance, in-person environment
• Maintains composure and effectiveness under pressure
• Demonstrates flexibility, including occasional after-hours support across time zones
• Takes pride in delivering a seamless, polished experience for leadership and stakeholders
• Motivated to grow within an executive support or operations career path

Responsibilities

• Coordinate complex domestic and international travel arrangements, including itineraries, logistics, and scheduling
• Manage and reconcile expenses, including receipt tracking and reporting
• Support daily calendar management, including meetings, appointments, meals, and personal commitments
• Track incoming correspondence and emails, ensuring organization and timely follow-up
• Maintain detailed and organized records, files, and contact systems for the Office of the CEO
• Prepare materials, agendas, and logistics for meetings and internal/external events
• Assist with personal administrative tasks including travel logistics, appointments, residences, and related coordination, as requested
• Schedule and manage recurring services and ongoing operational needs
• Order and maintain office supplies and coordinate client and team gifting initiatives
• Maintain and update tracking lists for active priorities and deliverables
• Serve as a liaison between the Office of the CEO, internal teams, and external partners to ensure clear and professional communication
• Support cross-functional coordination and follow-through on key initiatives
• Assist the Executive Assistant in managing priorities and maintaining operational efficiency
• Provide administrative assistance across ongoing tasks and special projects
• Handle additional responsibilities as assigned, demonstrating flexibility and responsiveness

Benefits

• Health insurance - medical with virtual visits and health advocate availability, dental and vision
• 401(k) with company match
• Generous paid time off
• Professional development opportunities
• Accident, Critical Illness and Hospital Indemnity Insurance available
• HSA & FSA
• $50,000 worth of employer paid life insurance
• Optional Legal Plan benefits
• Identity & Fraud benefits
• Pet Solution benefits
• Employee referral bonus
• Employee Assistance Program
• Home & Auto discounts

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees