Executive Assistant to the Owner/Office Manager

FlexStaff is seeking a professional Executive Assistant to provide administrative and organizational support to Owner and Senior Executives for one of our external client, design-build architecture and construction firm based in Nassau County, NY.

In this role you will be responsible for wide range of tasks including scheduling, communication management, travel arrangements, and office operations, manages sensitive information and representing the Principal/Owner in certain situations. You will ensure the smooth and efficient day-to-day operations of an office, overseeing staff, and handling various operational functions to maintain a positive, professional and productive work environment.

Requirements:

- Previous experience in administrative support, office coordination, or reception
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Proficiency with Microsoft Outlook, Teams, and standard office equipment
- Ability to maintain confidentiality and professionalism at all times
- Strong customer service and problem-solving skills
- Basic computer troubleshooting experience preferred

Key responsibilities

- Manage daily office operations and ensure procedures are followed
- Answer phones, greet visitors, and direct inquiries appropriately
- Maintain calendars, schedule appointments, and coordinate meetings and TEAMS invites
- Assist the Owner/Principal with daily scheduling and meeting reminders
- Coordinate Lunch & Learns and track required CEUs
- Handle incoming and outgoing mail, packages, faxing, copying, filing, and correspondence
- Maintain Outlook contacts, employee directories, and office records
- Prepare meeting minutes, mail merges, and general correspondence
- Monitor office supplies, place orders as needed, and verify deliveries
- Coordinate travel and accommodation arrangements
- Troubleshoot basic computer issues and communicate with vendors/IT support
- Maintain office equipment and report any maintenance or repair needs
- Keep the reception area and office space clean, safe, and organized
- Open and close the office securely each day
- Support special projects and other administrative tasks as assigned

*Additional Salary Details

The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member’s base salary and/or rate, several factors may be considered as applicable (e.g. location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget, and internal equity).