What are the responsibilities and job description for the Executive Administrative Assistant position at Bernard Nickels & Associates?
Role: Executive Administrative Assistant
Status: Perm
Location: Port Washington, NY - 100% onsite
Keys to the role:
- Bachelors degree
- 3 to 5 years of experience
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills
- Ability to stay calm under pressure.
- Flexibility to work evenings or weekends when required.
Position Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide dedicated support to the CEO. This individual will be responsible for managing day-to-day administrative operations, ensuring the executive's time and focus are optimized for strategic priorities. The ideal candidate is a trusted partner who thrives in a dynamic, fast-paced environment and is capable of handling confidential information with discretion and professionalism.
Key Responsibilities
Administrative Support:
- Manage the executive’s calendar, including scheduling meetings, appointments, and travel.
- Coordinate internal and external meetings, ensuring agendas and materials are prepared in advance.
- Handle incoming correspondence (emails, calls, mail) and respond or delegate as appropriate.
Communication Liaison:
- Serve as the primary point of contact between the executive and internal/external stakeholders.
- Draft, review, and proofread emails, memos, presentations, and other documents.
Travel & Expense Management:
- Arrange complex domestic and international travel itineraries, including flights, accommodations, and transportation.
- Prepare and process expense reports accurately and in a timely manner.
Project Coordination:
- Assist with special projects and initiatives, providing research, tracking progress, and ensuring deadlines are met.
- Facilitate communication and follow-up on action items from meetings.
Office Operations:
- Maintain and organize files, records, and documentation.
- Oversee supplies and resources needed for the executive’s office.
Confidentiality & Discretion:
- Handle sensitive information with the utmost professionalism and confidentiality.
- Anticipate executive needs and proactively address them.
Qualifications
- Education: Bachelor’s degree in business administration, Communications, or related field (preferred).
- Experience: 3–5 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), scheduling software, and other productivity tools.
- Soft Skills: Exceptional organizational and multitasking abilities, strong written and verbal communication skills, and an ability to stay calm under pressure.
- Other: Must demonstrate discretion, initiative, and a proactive mindset. Flexibility to work evenings or weekends when required.
What We Offer
- Competitive salary and benefits package.
- Opportunities for professional development and growth.
- A collaborative, supportive work environment.
Salary : $85,000 - $100,000
