Executive Administrative Assistant

Carver Companies, a Top Workplace in the Capital Region, is seeking a highly motivated and highly skilled Executive Administrative Assistant to join our growing team! As the Executive Administrative Assistant, you will be responsible for supporting our Executive Leadership Team with a variety of tasks each day, contributing to our organization’s success!

About Carver Companies

Carver Companies is a leading provider of construction materials, marine transportation, and infrastructure services across the East Coast, with operations in New York, South Carolina, Florida, Georgia, and Canada. Headquartered in Albany, NY, we manage a diversified portfolio that includes stone quarries, a construction company, marine terminals, and a maritime fleet serving both commercial and government clients.

With nearly four decades of industry leadership, Carver Companies is driven by operational excellence, sustainability, and innovation. As a privately held, entrepreneurial company, we prioritize adaptability, accountability, and proactive leadership. We are looking for forward-thinking professionals who thrive in dynamic, hands-on environments and are eager to contribute to our continued growth

Position Summary

The Executive Administrative Assistant provides high-level administrative support to Carver Companies’ Executive Leadership Team by managing schedules, handling communications and correspondence, and overseeing executive office operations. The Executive Administrative Assistant prepares reports, works on various projects as assigned, and ensures smooth office workflow for the team. This position provides critical support for the Executive Leadership Team, ensuring efficiency, effectiveness, quality and professionalism in everything we do.

Key Responsibilities

Meeting and Calendar Management

• Schedule and coordinate department and executive meetings
• Assist in the preparation and distribution of agendas, presentations, and supporting materials
• Maintain corporate calendars, ensuring alignment across the Executive Leadership Team
• Attend meetings, take notes, and prepare initial drafts of minutes and action summaries

Communication and Correspondence

• Draft, review, and send internal and external communications on behalf of executives
• Prioritize and manage email correspondence; respond when appropriate
• Answer and direct phone calls for executives; communicate messages and information clearly

Administrative & Operational Support

• Coordinate domestic and international travel arrangements and itineraries
• Prepare, reconcile and submit expense reports in a timely manner
• Organize and maintain paper and electronic filing systems
• Handle printing, copying, scanning, mail distribution, and overnight packages

Confidential Document Management

• Manage highly sensitive and confidential financial, legal, personnel, and institutional information with the utmost discretion
• Support special projects such as board reports, presentations, and executive summaries

Other Duties

• Support company-wide initiatives and assist in event planning when required
• Perform additional administrative tasks as assigned by Executive Leadership

Required Qualifications

• Bachelor’s degree in business administration or related field
• Minimum of 3 years of experience as an Executive Assistant or similar role
• Exceptional verbal and written communication skills
• Strong organizational and time management skills; ability to anticipate executive needs
• High level of discretion and professionalism when handling confidential matters
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)

Physical Requirements and Work Environment

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to occasionally lift 20 pounds
• Ability to navigate all areas of the organization’s facilities
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions

Compensation & Benefits

This position offers a salary range of $85,000 to $100,000 per year, plus a potential for a performance-based bonus.

Carver Companies offers a comprehensive benefits package that includes health insurance, paid time off, paid holidays, group life insurance, long term disability and a 401k with a company match of up to 8%! In addition, employees have an exclusive opportunity to invest in an employee-owned company.

We also offer voluntary benefits such as dental, vision, voluntary short-term disability, FSA, AFLAC, and supplemental life insurance. Professional development and continuing educations support is also available.

This is an on-site position located in Albany, New York

Don't miss this great opportunity to join a Top Workplace and our dynamic team!

Employment and Compliance Information

Carver Companies is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, disability, age, sexual orientation, gender identity, or any other protected status under federal, state or local laws.

Employment is at-will, meaning either the employee or the company may terminate employment at any time, with or without cause or notice, except as provided by law.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.