Executive Assistant

About AAPC

Azarkian Architecture P.C. is a compliance-first architectural firm rooted in NYC’s complex regulatory landscape. We specialize in zoning, space planning, and architectural solutions for commercial and mixed-use properties, with a focus on NYC Department of Buildings (DOB) and agency approvals. Our work bridges creative design with regulatory precision, helping clients unlock legal occupancies, navigate code barriers, and bring projects into compliance. AAPC is the architectural arm of Azark Inc., part of a broader platform of building-related companies offering integrated architecture, construction, project management, and compliance services under one roof.

Position Overview

We’re looking for a highly organized, proactive, and tech-forward Executive Assistant to support the principal and help manage the daily operations of a fast-paced architectural, construction, and compliance-driven office. This role is ideal for someone who can balance high-level executive support with office management, operations coordination, and administrative follow-through across multiple active projects and business functions.

The ideal candidate is polished, dependable, and solutions-oriented, with strong judgment and a high sense of ownership. A background in operations, billing, invoicing, office administration, or project coordination within architecture, construction, real estate, or professional services is strongly preferred.

Key Responsibilities

• Manage the principal’s calendar, meetings, appointments, and daily priorities.
• Help oversee day-to-day office operations to ensure the workspace runs efficiently, professionally, and with strong internal coordination.
• Monitor emails, calls, deadlines, and outstanding follow-ups to keep communication organized and matters moving.
• Draft, organize, and manage professional correspondence, proposals, reports, presentations, and internal documentation.
• Coordinate with clients, architects, engineers, contractors, consultants, and vendors across active matters.
• Track project deliverables, approvals, invoices, contracts, billing items, and key deadlines across multiple ongoing projects.
• Prepare meeting agendas, take notes, and follow up on action items to support accountability and execution.
• Maintain organized digital files, contact databases, office records, and document management systems.
• Assist with billing, invoicing, expense tracking, purchasing, and other operational and administrative workflows.
• Handle office management responsibilities including supplies, equipment, mail, scheduling logistics, and general administrative upkeep.
• Support onboarding, internal team coordination, and the development of more efficient office systems and procedures.
• Assist with client onboarding, business development support, and general operational needs across the firm.
• Identify issues early, escalate appropriately, and help ensure matters are resolved promptly and professionally.
• Use technology and digital tools effectively to improve communication, organization, reporting, and workflow efficiency.

Qualifications

• Minimum 2 years of experience in executive support, office management, operations, or senior administrative roles.
• Strong written and verbal communication skills with a professional, client-facing demeanor.
• Excellent organization, follow-through, and attention to detail.
• Ability to manage confidential and sensitive information with discretion.
• Comfortable working in a deadline-driven environment with shifting priorities.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and Airtable.
• Comfort with learning and leveraging new technology platforms, software, and digital tools to improve efficiency and operations.
• Experience in architecture, engineering, construction, real estate, or professional services is strongly preferred.
• Background in billing, invoicing, operations, or project coordination is a strong plus.
• Familiarity with CRM systems, project tracking tools, and administrative systems is a plus.

Ideal Candidate

The ideal candidate is assertive, resourceful, highly dependable, and tech-forward, with a strong sense of ownership over both executive support and office operations. This person should be comfortable anticipating needs, following up persistently, improving systems, and helping create structure in a demanding, fast-moving professional environment.

This is not an entry-level administrat…