Executive Assistant

We are on the lookout for a highly organized, proactive, and detail-focused individual to assist our senior leadership team. The perfect candidate will be adept at managing schedules, facilitating communications, and ensuring seamless daily operations while upholding confidentiality and professionalism. This position necessitates outstanding multitasking capabilities, robust problem-solving skills, and the ability to excel in a dynamic environment.

In the role of Executive Assistant, you will serve as an essential support to the executive, guaranteeing that meetings, follow-ups, and administrative responsibilities operate efficiently. This position demands exceptional time management skills, keen attention to detail, and the competence to manage confidential information with discretion.

Key Responsibilities:

• Manage calendars, schedule meetings, and coordinate appointments.
• Handle travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize emails, phone calls, and other communications.
• Serve as the primary point of contact between executives and the project team
• Assist with tracking project expenses, purchase orders, and invoicing.
• Support the preparation of financial reports and budget analyses.
• Maintain an organized system for managing contracts, blueprints, and other essential documents.
• Act as the primary point of contact between executives and internal/external stakeholders.
• Facilitate seamless communication across departments and maintain strong relationships.
• Draft professional correspondence and maintain a high standard of written communication.
• Assist in preparing proposals, bid documents, and client presentations.
• Manage office supplies, equipment, and vendor relationships as needed.
• Assist with special projects, presentations, and other tasks.
• Plan and organize company events, board meetings, and executive off-sites.
• Prepare agendas, take meeting minutes, and track follow-ups.
• Assist with tracking projects, deadlines, and deliverables to ensure timely completion.
• Conduct research and compile data for executive reports or presentations.
• Follow up on action items and coordinate with internal teams to ensure tasks are completed.
• Track and document change orders, RFIs (Requests for Information), and submittals.
• Prepare and maintain project files, contracts, and construction-related documentation.
• Coordinate with project managers, subcontractors, and vendors to ensure smooth project execution.

Required Qualifications:

• 5 years of experience as an Executive Assistant or in a similar administrative role.
• Strong knowledge of construction terminology, project management processes, and industry standards.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• Ability to handle sensitive information with the highest level of confidentiality.
• Adept at problem-solving and taking initiative in dynamic environments.
• Tech-savvy: Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Suite, and scheduling tools.
• Communication: Strong verbal and written communication skills.
• Detail-oriented: Ability to take clear, concise, and actionable meeting notes.
• Time Management: Ability to prioritize multiple tasks and work independently.
• Problem-solver: Proactive in identifying issues and finding solutions.
• Confidentiality: Maintains discretion with sensitive business matters.

Preferred Qualifications: *Preferred but not required

• 3 years of experience in an administrative or assistant role, preferably within the construction or real estate industry.
• Knowledge of construction project scheduling software.
• Familiarity with permit applications, compliance documents, and safety regulations.
• Experience working with architects, engineers, and subcontractors.

Experience: CONSTRUCTION EXPERIENCE. Previous experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.

If you are a highly motivated and detail-oriented professional who thrives in supporting senior leadership, we’d love to hear from you!

The right candidate will have the ability to work in a fast-paced environment and perform work requests in a timely-manner. The ideal candidate should be a motivated hard-working professional able to work diligently under pressure and multi-tasking.

Job Type: Full-time , Mon-Fri 8:00AM-4:30PM, On-Site position. We are a drug-free work place.

Compensation: The rate for this position will vary and will be commensurate with experience

NYM offers a comprehensive benefits package: Paid Time Off, Paid Holidays Off, Medical, Dental, Vision, 401(k) and SO MUCH MORE!

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of NYM Group. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of NYM Group.

NYM GROUP is an equal opportunity employer and does not discriminate against any applicant or employee because of race, color, religion, sex, national origin, disability, age, or military or veteran status in accordance with federal law. In addition, NYM GROUP complies with applicable state and local laws governing non-discrimination in employment in every jurisdiction in which it maintains facilities. NYM GROUP also provides reasonable accommodation to qualified individuals with disabilities in accordance with applicable laws.

Job Type: Full-time

Pay: $23.00 - $33.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Executive administrative support: 5 years (Required)
• Construction administrative: 3 years (Required)
• Administrative: 10 years (Required)

Work Location: In person

Salary : $23 - $33