Executive Assistant (Architectural & Construction Firm)

Executive AssistantArchitectural & Construction Firm

We are seeking a highly organized, resourceful, and proactive Executive Assistant to support the principal of a fast-paced architectural, construction, and building compliance firm.

This position requires someone who can manage competing priorities, communicate professionally with clients and consultants, and keep projects, meetings, correspondence, and follow-ups moving without constant supervision.

Key Responsibilities

• Manage the executive’s calendar, meetings, appointments, and daily priorities
• Monitor emails, calls, deadlines, and outstanding follow-ups
• Draft and organize professional correspondence, proposals, reports, and presentations
• Coordinate with clients, architects, engineers, contractors, consultants, and government agencies
• Track project deliverables, approvals, invoices, contracts, and important dates
• Prepare meeting agendas, take notes, and follow up on action items
• Maintain organized digital files, contact lists, and company records
• Assist with travel arrangements, purchasing, expense tracking, and administrative tasks
• Support business development, client onboarding, and internal operations
• Identify problems early and help ensure matters are resolved promptly

Qualifications

• Minimum 3 years of executive assistant, office management, or senior administrative experience
• Strong written and verbal communication skills
• Excellent organization, follow-through, and attention to detail
• Ability to manage confidential and sensitive information
• Comfortable working in a deadline-driven environment with shifting priorities
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and cloud-based file systems
• Experience in architecture, engineering, construction, real estate, or professional services is strongly preferred
• Familiarity with project management, CRM, invoicing, or proposal software is a plus

Ideal Candidate

The ideal candidate is dependable, polished, assertive, and solutions-oriented. You should be comfortable taking ownership of assignments, following up persistently, and keeping an executive focused on the highest-priority matters.

This is not an entry-level administrative role. We are looking for someone who anticipates what needs to be done, exercises sound judgment, and brings structure to a demanding professional environment.

Position Details

• Full-time position
• In-person role in Midtown Manhattan
• Monday through Friday
• Compensation based on experience
• Opportunities for professional growth and expanded operational responsibility

To Apply

Please submit your résumé along with a brief description of your executive support experience and any background in architecture, construction, real estate, or professional services.

Pay: $67,890.41 - $81,760.50 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person