Executive Assistant + Office Manager

Executive Assistant / Office Manager

Location: Bridgehampton, NY
Schedule: Part-time, 30+ hours per week
Reports directly to: Owner / Principal
Company: Boutique luxury architecture and construction firm

THE ROLE

We are seeking a highly organized, polished and proactive Executive Assistant / Office Manager to work directly with the owner of a boutique luxury architecture and construction firm.

This is a hands-on position for someone who is exceptionally organized, discreet, detail-oriented and comfortable managing multiple priorities. The right person will become an important part of the daily operation of the office and will help ensure that the owner, leadership team and studio remain organized and moving forward.

This is not simply an administrative support role. We are looking for someone who can anticipate needs, take ownership of tasks, follow through with clients, consultants and vendors, and bring structure and accountability to the office.

KEY RESPONSIBILITIES

Executive Support

• Manage the owner’s calendar, meetings, appointments and commitments
• Coordinate meetings, calls, travel and personal/business scheduling as needed
• Prepare agendas, meeting materials and follow-up items
• Track important deadlines, commitments and outstanding items
• Handle correspondence and communications with professionalism and discretion
• Help prioritize the owner’s time and ensure important matters do not fall through the cracks

Office Management

• Oversee the day-to-day organization and operation of the office
• Coordinate office vendors, supplies, maintenance and services
• Maintain office procedures and administrative systems
• Help coordinate staff schedules, meetings and time-off calendars
• Support onboarding and organization of new team members
• Maintain a professional, organized and welcoming studio environment

Project & Administrative Coordination

• Maintain lists of action items and follow up with team members
• Coordinate information between the owner, architects, consultants, contractors and vendors
• Assist with proposals, contracts, invoices, correspondence and other business documents
• Help organize project and company records
• Track deadlines and ensure follow-up on outstanding requests
• Assist with special projects and business initiatives directed by the owner

Communication

• Serve as a professional point of contact for clients, consultants, vendors and business partners
• Draft and proofread emails, correspondence and documents
• Communicate clearly and professionally on behalf of the owner when appropriate
• Maintain strict confidentiality regarding clients, projects, finances and company information

WHO WE ARE LOOKING FOR

The ideal candidate is:

• Exceptionally organized and detail-oriented
• Proactive—you see what needs to be done and do it
• Excellent at follow-through
• Comfortable working directly with an owner/principal
• Professional, polished and personable
• An excellent written and verbal communicator
• Able to manage competing priorities without becoming overwhelmed
• Comfortable holding others accountable to deadlines and commitments
• Discreet and trustworthy with confidential information
• Comfortable working in a fast-paced, high-expectation environment
• Someone who takes ownership rather than waiting to be told what to do

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• professional : 3 years (Preferred)

Location:

• Bridgehampton, NY 11932 (Preferred)

Ability to Commute:

• Bridgehampton, NY 11932 (Preferred)

Ability to Relocate:

• Bridgehampton, NY 11932: Relocate before starting work (Preferred)

Work Location: In person