Executive Assistant

OEC Group • New Hyde Park, NY

10d • $70,000 - $80,000 • Onsite

About The Position

OEC Group is seeking an Executive Assistant to provide proactive administrative support to the Vice Presidents of Sales, Operations, Pricing, and Accounting, in coordination with the Head of Administration. The role manages executive calendars, meetings, appointments, communications, travel, expenses, documents, records, and event logistics. It also supports departmental projects, cross-departmental coordination, client relationship activities, and visitors, while collaborating with the Office Coordinator and Administration team to provide coverage and improve operational efficiency. The position is based in the New York office and requires less than 10% travel, which may include visiting event venues.

The schedule is 9:00 a.m. to 6:00 p.m. EST. Salary is $70,000–$80,000 annually, based on education and experience. After successfully completing a standard 90-day introductory period, employees receive the benefits package described in the posting.

Requirements

• Minimum of 3 years of relevant administrative or executive support experience, preferably supporting senior management or multiple executives.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Proactive, resourceful, and detail-oriented, with the ability to anticipate needs and work independently.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, employees, clients, and business partners.
• Strong problem-solving skills, sound judgment, and the ability to handle confidential and sensitive business information.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to work collaboratively across departments and adapt to changing business needs.

Nice To Haves

• Fluency in Mandarin is a plus.
• Experience with SAP Concur and CRM systems is preferred.
• Mandarin Chinese language skills are preferred but not required.

Responsibilities

• Provide proactive administrative support to the Vice Presidents of Sales, Operations, Pricing, and Accounting in coordination with the Head of Administration.
• Manage executive calendars, meetings, appointments, and communications, including scheduling across time zones and coordinating with internal and external stakeholders.
• Screen and prioritize calls, emails, and meeting requests, responding to routine inquiries as authorized.
• Coordinate meeting preparation, agendas, presentations, materials, and follow-up items.
• Prepare and update PowerPoint presentations, reports, spreadsheets, and other business documents.
• Prepare, reconcile, and submit executive expense reports through SAP Concur.
• Support departmental projects and business initiatives through scheduling, progress tracking, documentation, and follow-up.
• Coordinate cross-departmental communications and administrative activities to support business objectives.
• Maintain departmental records, reports, and information in CRM platforms and other business systems.
• Assist with special projects and additional administrative assignments as needed.
• Coordinate domestic and international business travel, including flights, hotels, transportation, itineraries, and required documentation.
• Assist with planning conferences, trade shows, client visits, and other business events.
• Coordinate client dinners, business meetings, team meals, and related reservations.
• Support client relationship activities through business gifts, holiday cards, and other correspondence.
• Welcome and assist visiting executives, clients, and business partners.
• Collaborate with the Office Coordinator and Administration team to provide administrative coverage and improve operational efficiency.
• Communicate regularly with the Head of Administration regarding workload, priorities, and support needs.
• Perform other related duties and special projects as assigned.

Benefits

• Full health insurance coverage, including medical, vision, and dental, after successfully completing and passing a standard 90-day introductory period.
• Life and accidental insurance coverage after successfully completing and passing a standard 90-day introductory period.
• Vacation, personal, and floating days after successfully completing and passing a standard 90-day introductory period.
• 401(k) retirement plan with up to 3% company match after successfully completing and passing a standard 90-day introductory period.
• Opportunities for professional growth.
• Company outings, including team dinners, holiday parties, company picnics, and team-building activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed