Executive Assistant - II

Job Summary

A busy and highly professional family office in Port Washington, NY is seeking an experienced, polished, and proactive Executive Assistant II to support the CEO/Chairman. This full-time, in-office role is ideal for a highly organized professional who thrives in a fast-paced, high-expectation environment and can effectively manage confidential information, completing priorities, and executive-level support responsibilities with discretion and professionalism.

The Executive Assistant II will serve as a trusted partner to the CEO/Chairman, providing high-level administrative, organizational, and operational support while ensuring the smooth day-to-day management of executive activities and office operations. The ideal candidate is detail-oriented, resourceful, and capable of anticipating needs while maintaining exceptional professionalism and confidentiality. Experience with dictation and transcription is highly preferred.

Duties/Responsibilities:

• Manage and maintain the CEO/Chairman’s complex calendar, appointments, meetings, and travel arrangements, as requested.
• Screen, prioritize, and direct incoming phone calls, emails, correspondence, and requests requiring executive attention.
• Prepare and edit professional correspondence, reports, presentations, memos, contracts, NDAs, and other confidential documents with a high degree of accuracy.
• Assist with dictation, transcription, and preparation of executive communications and documents.
• Coordinate internal and external events, and executive functions.
• Maintain organized electronic and physical filing systems, including sensitive business, legal, real estate, and acquisition documentation.
• Assist the property management and legal teams with lease documentation, tenant correspondence, maintenance coordination requests, and vendor communications.
• Process and track invoices, expense reports, and payments while coordinating closely with the Accounting Department.
• Maintain strict confidentiality while handling sensitive executive, financial, and business information.
• Act as a professional and welcoming first point of contact for visitors, clients, and tenants.
• Support special projects and perform additional administrative duties as assigned.

Required Skills/Abilities:

· 5+ years of executive assistant or senior administrative support experience, preferably supporting C-level executives.

· Prior experience in a real estate, legal, family office, or professional services environment strongly preferred.

· Exceptional organizational, multitasking, and time management skills with the ability to manage competing priorities independently.

· Strong written and verbal communication skills with a high level of professionalism and discretion.

· Experience with dictation and transcription is preferred.

· Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe, and Google Workspace applications; comfortable adapting to new platforms and tools; general tech savviness is a plus.

· Strong attention to detail, proofreading, and document management capabilities.

· Notary Public certification or willingness to obtain certification is a plus.

· Ability and willingness to work extended hours as needed to ensure continuous executive coverage, including during absences, transitions or high-demand periods.

Education and Experience:

• Associate’s or Bachelor’s degree preferred.
• Minimum of 5 years of experience in an Executive Assistant, Senior Administrative Assistant, or comparable role supporting senior leadership.

Pay: $78,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person