Executive Assistant to the Owner/Office Manager
About The Position
FlexStaff is seeking a professional Executive Assistant to provide administrative and organizational support to the Owner and Senior Executives for one of our external clients, a design-build architecture and construction firm based in Nassau County, NY. In this role, you will be responsible for a wide range of tasks including scheduling, communication management, travel arrangements, and office operations. You will manage sensitive information and represent the Principal/Owner in certain situations. You will ensure the smooth and efficient day-to-day operations of an office, overseeing staff, and handling various operational functions to maintain a positive, professional, and productive work environment.
Requirements
- Previous experience in administrative support, office coordination, or reception
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Proficiency with Microsoft Outlook, Teams, and standard office equipment
- Ability to maintain confidentiality and professionalism at all times
- Strong customer service and problem-solving skills
Nice To Haves
- Basic computer troubleshooting experience preferred
Responsibilities
- Manage daily office operations and ensure procedures are followed
- Answer phones, greet visitors, and direct inquiries appropriately
- Maintain calendars, schedule appointments, and coordinate meetings and TEAMS invites
- Assist the Owner/Principal with daily scheduling and meeting reminders
- Coordinate Lunch & Learns and track required CEUs
- Handle incoming and outgoing mail, packages, faxing, copying, filing, and correspondence
- Maintain Outlook contacts, employee directories, and office records
- Prepare meeting minutes, mail merges, and general correspondence
- Monitor office supplies, place orders as needed, and verify deliveries
- Coordinate travel and accommodation arrangements
- Troubleshoot basic computer issues and communicate with vendors/IT support
- Maintain office equipment and report any maintenance or repair needs
- Keep the reception area and office space clean, safe, and organized
- Open and close the office securely each day
- Support special projects and other administrative tasks as assigned
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
