Part-Time Executive & Administrative Assistant

About Wood & Co.

Wood & Co. is a custom millwork and woodworking company specializing in high-end residential projects throughout Long Island, New York City, and the Hamptons.

We are a small, established company with an in-house manufacturing facility in Ronkonkoma and a team that works both locally and remotely.

The Position

We are looking for a highly organized, dependable and capable person to provide part-time administrative and executive support approximately three days per week.

This is an in-person position with a schedule of approximately 5–6 hours per day, three days per week. We believe this could be particularly well suited to someone looking for a professional position that fits within school-day hours or someone simply seeking a consistent part-time schedule.

The role combines traditional office administration with executive assistance, basic financial organization, occasional local errands, and coordination of both business and personal agenda items.

The ideal person is someone who enjoys being organized, getting things accomplished, and taking responsibility for the details that keep a busy office and executive running smoothly.

Responsibilities

Responsibilities will vary from day to day and may include:

• Opening, organizing, scanning and distributing mail and documents
• Preparing and organizing packages, samples and correspondence
• Maintaining organized physical and digital files
• Assisting with scheduling, calendars and appointments
• Answering or returning routine telephone calls
• Coordinating meetings, appointments and reservations
• Coordinating business and personal travel, including flights, hotels and itineraries
• Assisting with personal and business agenda items
• Preparing organized Excel spreadsheets and reports
• Taking project billing information and supporting documents and organizing them into clear, professional billing packages for our accounting team
• Organizing receipts and other financial documentation
• Assisting with routine client and vendor scheduling and follow-up
• Ordering office supplies and miscellaneous items
• Coordinating gifts, office events and occasional special projects
• Shipping and receiving samples and packages
• Running occasional local business or personal errands
• Picking up or dropping off materials, samples, documents or miscellaneous items
• Occasionally meeting a vendor, service provider or other scheduled visitor at a local property
• Helping with miscellaneous administrative tasks as needs arise

Who We’re Looking For

The right person will be:

• Exceptionally reliable and dependable
• Organized and detail-oriented
• Comfortable working independently
• Professional and personable
• Discreet and trustworthy
• Comfortable handling both business and personal information
• A good written and verbal communicator
• Comfortable working with numbers
• Proficient with Excel and general computer applications
• Able to take incomplete or loosely organized information and turn it into a clean, professional document or spreadsheet
• Comfortable making phone calls and coordinating with clients, vendors and service providers
• Willing to handle both important administrative work and simple everyday tasks without viewing either as beneath them
• Naturally inclined to follow through and complete tasks without constant reminders

Experience & Education

Prior administrative, executive-assistant, office-management, bookkeeping-support, construction, design, property-management or similar experience is helpful.

A college degree is not required.

We are more interested in intelligence, reliability, judgment, organization and demonstrated competence than a particular educational background.

Strong Excel and general computer skills are important.

Because occasional local errands are part of the position, candidates should have a valid driver’s license and reliable transportation.

Schedule

Approximately 15–18 hours per week over three weekdays.

We anticipate approximately 5–6 hours per day and can offer some flexibility in establishing the regular schedule.

This position may be particularly attractive to someone looking for consistent professional work during school-day hours.

About the Opportunity

This is a position for someone who enjoys being useful and trusted.

One hour might involve organizing information for a project billing package, the next coordinating travel, and later picking up a sample or …