Executive Assistant

Aston Carter•Town of Southampton, NY

8d•$70,000 - $80,000•Onsite

About The Position

The Executive Assistant provides comprehensive administrative and operational support to senior leadership in a small, fast-paced office. The role manages executive calendars and meetings, business records, contracts, billing, proposals, permitting, employee onboarding, and project-related administrative tasks. It also serves as a professional point of contact for clients, partners, vendors, and internal stakeholders, helping ensure administrative processes run smoothly and deadlines are met. The position is based in Westhampton Beach, New York, in a close-knit office with approximately three to four people on site. It is fully onsite five days per week, with some hybrid flexibility available if needed. Standard hours are 9:00 a.m. to 4:30 p.m., with openness to staying later depending on workload and business needs. The annual pay range is $70,000 to $80,000.

Requirements

At least 3 years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or similar administrative support role.
Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.
Experience with contracts, billing, proposals, insurance documentation, and permitting processes.
Strong proofreading skills, excellent grammar, and document-formatting abilities.
Excellent organizational and time-management skills, with strong attention to detail.
Ability to manage multiple priorities and work independently in a fast-paced environment.
Outstanding written and verbal communication skills.
Strong customer-service and interpersonal skills.
Professional demeanor, confidentiality, and sound judgment.

Nice To Haves

Experience providing administrative support in a small office setting.
Notary Public certification, or willingness to obtain certification.
Comfort working with municipalities and regulatory agencies on permitting-related tasks.
Ability to build and maintain positive working relationships with subconsultants and external vendors.
Capability to support leadership with special projects and project-related administrative tasks.

Responsibilities

Manage executive calendars, coordinate meetings, and maintain scheduling priorities.
Prepare, maintain, and organize contracts, insurance documentation, and business records in electronic and physical formats.
Support contract administration, including tracking, billing, and documentation management.
Coordinate employee onboarding documentation and training logistics.
Manage records and communications for subconsultants and external vendors.
Prepare, format, proofread, and submit bids and proposals.
Track permit applications and coordinate permitting requirements with municipalities and regulatory agencies.
Use Microsoft Excel to create, maintain, and analyze spreadsheets, reports, and project data.
Serve as a professional point of contact and provide customer service to clients, business partners, and internal stakeholders.
Proofread correspondence, contracts, reports, proposals, and presentations.
Maintain organized electronic and physical filing systems.
Perform notary services as required for contracts and business-related documents, in accordance with applicable regulations.
Coordinate project-related administrative tasks and support leadership with special projects and ad hoc assignments.
Monitor deadlines and proactively follow up to ensure timely completion of administrative and operational requirements.