Executive Assistant

Description

Who we're looking for:

We're looking to build the best teams possible with highly motivated and engaged employees. We have an exciting opportunity for an Executive Assistant to join The Douglaston Development team in NYC. If you are looking to work in a collaborative and supportive environment, but also be challenged in your role, we welcome you to apply!

Essential duties and responsibilities:

• Manage and maintain the Executive’s calendar and phone, including but not limited to, screening and directing phone calls, taking messages, and coordinating meetings both internal and external
• Coordinate conference room reservations, IT requirements, and catering for in-person meetings
• Organize monthly executive staff meetings; prepare and circulate agendas in advance, take minutes at meetings and follow up on action items discussed
• Oversee NYS and NYC lobbying compliance reporting
• Proactively design and implement improved electronic filing systems
• Provide word processing, design, layout, and document production support for RFP responses and other strategic communications (Adobe InDesign training provided as needed)
• Provide administrative support to project teams
• Analyze and draft memos, letters, and/or correspondence as directed by the Executive
• Maintain all project related documentation and correspondence in share drive
• Follow up on outstanding project related correspondence as directed by the Executive
• Maintain company contacts database; liaise with senior team and communicate best practices
• Oversee facilities and maintenance of office; work with external vendors as needed
• Other tasks and special projects as required by management

Qualifications

Qualifications, skills and abilities

• BA or BS degree or equivalent professional work experience
• Minimum of 7-10 years of experience supporting an Executive
• Experience in a development and/or real estate related firm, preferred
• Strong written and oral communication skills
• Highly organized with attention to detail
• Strong internet research skills
• Strong time management skills with the ability to prioritize and complete job assignments under tight deadlines
• Ability to work independently and as a member of a larger team
• Ability to maintain confidentiality
• Ability to successfully work on multiple projects and/or tasks simultaneously
• Proficient in Microsoft Office products (Outlook, Excel, One Drive, SharePoint, Dropbox and Word), Adobe Office Suite/Products and Google Workplace
• NYS Notary a plus

Salary

$80,000-$105,000 annual

Diverse candidates are encouraged to apply! The Douglaston Companies is proud to be an inclusive Equal Opportunity Employer, committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination based on any legally protected status or protected characteristic, including, but not limited to an individuals sex, race, color, ethnicity, ancestry, national origin, age, religion, gender identity or expression, sexual orientation, genetic information, medical condition, disability, marital status, caregiver status, pregnancy, citizenship, military or veteran status.

 What else can you expect from The Douglaston Companies?

• Health: We proudly offer a full suite of health benefits! Thats medical, dental, vision, FSA, HSA, and even pet insurance for your furry family, to name a few. We also provide Life Insurance employer paid (basic with option to purchase more), Enhanced Short-Term Disability and Long-Term Disability coverage!
• Wealth: great pay, 401(k) plan with a very generous employer match and vesting schedule because your retirement is just as important to us as it is to you!
• Development: virtual courses, tuition reimbursement, lunch and learns and wellness programs.
• Balance: paid time off, 9 company holidays, hybrid work schedule with 4 days in the office and 1 remote (subject to your location and role). We offer a fun-fast paced culture thats a perfect mix of high performance 

Who we are:

Douglaston Development, Levine Builders, and Clinton Management are a dynamic privately held group of companies with a unique owner-builder-manager advantage, known collectively as The Douglaston Companies.

The Douglaston Companies started with the founding of Levine Builders in 1979 with just two people. Standing by our core values of integrity and ethics for the past four decades the firm has grown to 200 employees. By providing general contracting and construction management services, Levine Builders has built, renovated and rehabilitated thousands of residential units and millions of square feet of commercial, hotel, office buildings, retail centers, religious, educational, and healthcare facilities.

With the later establishment of Douglaston Development as the driving engine of the organization, the two companies worked in unison to leverage each others expertise to develop and build most complex projects while also growing and thriving in challenging markets.

In 2002, Clinton Management was founded to manage the expanding portfolio of developments created by Douglaston Development and constructed by Levine Builders. Clinton Management oversees a broad portfolio of moderate income housing, luxury apartments, commercial, and retail properties.

Each affiliate company works together to cohesively acquire property, develop it to its full potential, and manage it efficiently, assuring that each investment achieves and maintains maximum value and profitability while strengthening the community in which the assets are located.

The Douglaston Companies is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, gender, gender identity or expression, sexual orientation, genetic information, national origin, ancestry, medical condition, disability, marital status, caregiver status, pregnancy, citizenship, age, military or veteran status, or other applicable legally protected characteristics.

Salary : $80,000 - $105,000