Executive Assistant – Operations, Accounts & Technical Coordination

Executive Assistant – Operations, Accounts & Technical Coordination

Company: Signs & Decal Corp.
Location: 410 Morgan Avenue, Brooklyn, NY
Employment Type: Full-Time, In-Person
Salary: $75,000–$95,000 per year, commensurate with experience

About Signs & Decal

Signs & Decal Corp. is an established New York-based signage and architectural fabrication company operating since 1971. Our work involves multiple departments, including administration, accounting, estimating, engineering, project management, purchasing, fabrication, installation, and technology.

We are seeking a highly organized and capable Executive Assistant to work closely with senior management and help coordinate administrative, financial, technical, and operational activities across the company.

This position is best suited for someone who is comfortable working across different departments and has a working understanding of accounting, IT, and/or engineering or construction-related operations.

Key ResponsibilitiesExecutive & Administrative Support

• Provide day-to-day administrative and organizational support to senior management.
• Manage executive calendars, appointments, meetings, reminders, and follow-ups.
• Prepare meeting agendas, notes, reports, presentations, correspondence, and internal documents.
• Track assignments given by management and follow up with employees to ensure deadlines are met.
• Maintain organized records of management decisions, pending items, and important follow-ups.
• Coordinate communication between executives, employees, vendors, clients, and outside professionals.
• Handle confidential company, employee, financial, and management information with discretion.
• Assist management with special projects and company initiatives.

Accounting & Financial Coordination

• Assist management in reviewing and organizing basic financial and accounting information.
• Coordinate with the accounting department regarding invoices, bills, payments, receivables, expenses, and job-related financial information.
• Assist with tracking project costs, budgets, purchase orders, and financial reports.
• Help management review outstanding payments, vendor issues, and other accounting follow-ups.
• Work with accounting systems and reports, including QuickBooks, where required.
• Organize financial documents and information for management review.
• Assist with comparing project progress, costs, billing, and payments when requested.

IT & Systems Coordination

• Assist management with coordination of company technology, software, computers, and business systems.
• Communicate with IT vendors or internal IT personnel regarding technical issues.
• Help maintain user access, software subscriptions, company accounts, and system-related records.
• Assist employees with basic technology and system coordination when necessary.
• Help management evaluate and implement new software, digital tools, and workflow improvements.
• Support coordination between systems such as accounting, project management, document management, and other company platforms.
• Maintain organized records of software licenses, accounts, equipment, and technology vendors.

Engineering & Project Coordination

• Assist executives in following up with engineering, estimating, project management, fabrication, and installation teams.
• Review and organize project-related information, drawings, reports, schedules, and documentation for management.
• Track important project milestones, outstanding items, approvals, procurement, production, and installation schedules.
• Coordinate meetings and follow-ups between management and engineering/project teams.
• Assist management in identifying projects requiring immediate attention or follow-up.
• Maintain status reports showing project progress and pending issues.
• Help facilitate communication between technical teams and administrative/financial departments.

Operations & Management Follow-Up

• Follow up with department managers on assignments and deadlines given by executives.
• Prepare daily or weekly management status reports when required.
• Help management track departmental performance, outstanding issues, and priorities.
• Coordinate with estimating, sales, project management, engineering, purchasing, production, accounting, and installation departments.
• Assist in developing and improving internal procedures and organizational systems.
• Identify missing information, delayed responses, or …