Administrative Assistant

GILBERT, located in Melville, NY, is a leading provider of custom millwork and fabrication services, specializing in high-end solutions for trade show exhibits, luxury retail environments, and architectural millwork. Since its founding in 1986, the company has earned a strong reputation for exceptional craftsmanship, quality, and personalized customer service. Gilbert offers a full range of services, including design, project management, fabrication, and event services, ensuring that each project is executed with precision and attention to detail. We work with some of the most recognized brands across industries such as consumer electronics, fashion, jewelry, eyewear, and more. Our team thrives on collaboration, creativity, and a shared commitment to delivering outstanding results, helping our clients achieve their goals through impactful and thoughtfully designed environments.

POSITION OVERVIEW:

We are seeking a highly organized Administrative Assistant to provide support to the C-Suite and senior leadership team with a range of administrative tasks. This role requires a detail-oriented individual with excellent communication skills and the ability to manage multiple responsibilities efficiently.

Key Responsibilities:

• C-Suite Support: Manage calendar and appointments, coordinate travel arrangements, handle emails, and make reservations for meetings and personal commitments.  Serve as the first point of contact for C-suite executives, managing access, screening inquiries, and ensuring smooth communication between leadership and external/internal stakeholders.
• Sales & Event Support: Assist with organizing data, catering for meetings and events, support event logistics and collaborate with departments to ensure successful execution of internal and client events.
• Salesforce Administration: Troubleshoot Salesforce issues, manage multi-factor authentication, approve proposals, and handle user access and permissions.
• Travel Coordination: Book travel arrangements for office employees, ensuring cost-effectiveness and policy compliance.
• Event Planning: Serve as the primary point of contact for organizing and executing internal and external company events, including parties, conferences, team-building activities, and client-facing events, while coordinating logistics and collaborating with relevant departments to ensure smooth execution.
• Office & Supplies Management: Maintain office supply inventory, fulfill requests, and manage a system for employees to request supplies.
• Expense Reporting: Assist traveling installers with completing and submitting accurate expense reports.
• Miscellaneous Administrative Support: Oversee reception, manage conference room schedules, assist with postage, and provide general administrative support to senior leadership and various departments.

Qualifications:

• Minimum of 7 years of administrative support to senior managers of a business.
• Strong organizational skills.
• Highly proficient in Microsoft Office.
• Excellent verbal and written communication skills and keen attention to detail.
• Ability to multitask, prioritize, and work efficiently under pressure.

Job Type: Full-time

Pay: $51,948.00 - $64,419.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Ability to Relocate:

• Melville, NY 11747: Relocate before starting work (Required)

Work Location: In person

Salary : $51,948 - $64,419