Executive & Personal Assistant to CEO
Location: New York City, NY (In-Person)
Employment Type: Full-Time
About the Role
We are seeking a highly organized, proactive, and professional Executive & Personal Assistant to support the CEO of a growing group of companies headquartered in New York City. This is a fast-paced role requiring exceptional attention to detail, sound judgment, discretion, and the ability to manage competing priorities with professionalism and efficiency.
The ideal candidate is resourceful, adaptable, and thrives in an environment where no two days are the same.
Responsibilities
Manage the CEO's complex calendar, appointments, and travel arrangements.Coordinate personal and business schedules, meetings, and events.Screen and prioritize emails, phone calls, and correspondence.Assist with personal errands, reservations, and special projects.Prepare reports, presentations, and meeting materials as needed.Coordinate transportation, dining, entertainment, and travel logistics.Handle confidential and sensitive information with the utmost discretion.Track deadlines, follow up on action items, and ensure timely completion of tasks.Support family-related scheduling and personal commitments when required.Provide administrative support for various business ventures and executive initiatives.Qualifications
Minimum 3-5 years of experience supporting a senior executive, business owner, or C-suite leader.Exceptional organizational and time-management skills.Strong written and verbal communication abilities.Ability to work independently and anticipate needs before they arise.Strong problem-solving skills and attention to detail.High level of professionalism, discretion, and confidentiality.Flexible schedule and willingness to assist outside of traditional business hours when necessary.Preferred Qualifications
Experience supporting a CEO, entrepreneur, or owner of multiple businesses.Experience coordinating both personal and business affairs.Familiarity with New York City and surrounding areas.Bachelor's degree preferred but not required.Compensation & Benefits
Competitive salary based on experience.Health benefits.Paid time off.Opportunity to work closely with an accomplished CEO and gain exposure to multiple industries and business operations.
To Apply
Please submit your resume along with a brief cover letter outlining your experience supporting senior executives and why you would be a great fit for this role.
Salary Range: $85,000 - $125,000 annually, depending on experience
Read LessAdministrative Assistant
Position Summary
The Sales Assistant provides high-level administrative and operational support to the Sales Team, ensuring the sales process runs efficiently from proposal through project completion. This role serves as a key liaison between Sales, Operations, Accounting, and our clients by preparing proposals, coordinating project documentation, tracking sales activity, and maintaining accurate records. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.
Essential Duties and Responsibilities
Sales Administration
Prepare professional client proposals based on estimates provided by the Sales Team for contract, cash, and project work.Prepare bid packages and proposal presentations for large projects and competitive bids.Develop presentation materials for both prospective and awarded projects.Review proposals for accuracy, completeness, and compliance with company standards.Maintain organized electronic and hard-copy proposal files.Client Communication
Serve as a primary administrative point of contact for clients regarding proposals and project documentation.Follow up with clients regarding outstanding proposals, requested revisions, and contract documentation.Coordinate communication between the Sales Team, Operations, Accounting, and clients to ensure a seamless transition from awarded work to project execution.Sales Tracking & Reporting
Maintain accurate records of proposed, pending, and awarded work.Track proposal status and assist the Sales Team with follow-up activities.Prepare and distribute weekly, monthly, quarterly, and annual sales reports.Track daily cash work completed and billed.Contract & Project Administration
Review new and existing customer contracts for completeness.Manage Certificates of Insurance (COIs), Master Service Agreements (MSAs), Purchase Orders, and other required project documentation.Coordinate administrative requirements for awarded projects prior to project commencement.Ensure all required documentation is received before work begins.Financial & Administrative Support
Prepare customer credit memos and maintain the company Credit Memo Log.Update, Coordinate and distribute the weekly Accounts Receivable Aging Log to the Sales Team.Prepare monthly expense reports for members of the Sales Team.Meetings & Collaboration
Attend and actively participate in weekly Sales, Administrative, and Accounts Receivable meetings.Work collaboratively with Operations, Accounting, and Administrative staff to support company objectives.Assist with special projects and other administrative duties as assigned.Qualifications
Education & Experience
Associate's degree preferred; equivalent work experience will be considered.Minimum of 2 years of administrative support experience, preferably supporting a sales or customer service team.Experience in construction, facility services, maintenance, or a project-based environment is a plus.Skills & Competencies
Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.Excellent written and verbal communication skills.Exceptional attention to detail and accuracy.Strong customer service and interpersonal skills.Ability to work independently while collaborating effectively within a team.Ability to maintain confidentiality and exercise sound judgment.Strong problem-solving skills and a proactive approach to identifying solutions.Physical Requirements
Prolonged periods of sitting and working on a computer.Occasionally lift and carry office materials up to 20 pounds.Success in This Role
A successful Sales Assistant is organized, dependable, and proactive. They anticipate the needs of the Sales Team, communicate effectively with clients and internal departments, maintain accurate documentation, and ensure projects move smoothly from proposal through completion while delivering exceptional customer service.
Office Manager
Position Summary
The Office Manager is responsible for overseeing daily office operations while managing core human resources functions. This role ensures a productive, organized, and compliant workplace by supporting administrative processes, employee relations, and HR initiatives. The ideal candidate is highly organized, detail-oriented, and skilled at balancing operational efficiency with employee support.
Key Responsibilities
Office Management
Oversee daily office operations to ensure a smooth and efficient work environmentManage office supplies, equipment, vendors, and facility needsCoordinate office maintenance and workplace safety complianceDevelop and implement administrative procedures and best practicesSupport executive leadership with scheduling, reporting, and administrative tasksManage office budgets and expense trackingCoordinate company events, meetings, and internal communicationsComplete weekly bank runs for CEOComplete monthly petty cash reportManage Administrative teamHuman Resources Functions
Administer recruitment processes including job postings, screening, onboarding, and orientationMaintain employee records and HR documentation in compliance with applicable lawsSupport payroll processing and benefits administrationServe as a point of contact for employee questions and HR concernsAssist in developing and implementing HR policies and proceduresCoordinate employee training and professional development programsSupport performance management and employee engagement initiativesEnsure compliance with federal, state, and local employment regulationsQualifications
Bachelor’s degree in Human Resources, Business Administration, or related field preferred3–5 years of experience in office management, HR, or a related roleStrong knowledge of HR practices and employment regulationsExcellent organizational and time-management skillsStrong interpersonal and communication abilitiesProficiency in Microsoft Office and HR/administrative software systemsAbility to manage multiple priorities and maintain confidentialityKey Competencies
Organizational leadershipProblem-solving and decision-makingAttention to detailProfessional discretion and integrityAdaptability and flexibilityTeam collaborationJob Title: Accounts Receivable Specialist
Job Summary:
The Accounts Receivable Specialist is responsible for managing customer billing, payments, and account reconciliations to ensure timely collection and accurate financial reporting. This role plays a key part in maintaining healthy cash flow, resolving billing discrepancies, and delivering excellent customer service while enforcing payment terms.
Key Responsibilities:
Prepare and issue accurate invoices and account statements to customers.Record and apply customer payments, deposits, and refunds.Reconcile accounts receivable ledgers and customer accounts for accuracy.Monitor outstanding balances, identify overdue accounts, and follow up with customers through phone, email, or written communication.Investigate and resolve billing discrepancies and respond to customer inquiries.Maintain accurate financial records and organized customer account files.Assist with monthly reporting, management reports, and month-end close activities.Collaborate with sales, customer service, and other internal teams to resolve billing or payment issues.Post daily deposits to the bank and ensure timely processing.Required Skills & Competencies:
Strong attention to detail and accuracy in financial data.Excellent organizational and time-management skills with the ability to manage multiple priorities.Effective written and verbal communication skills for customer and team interactions.Proficiency with accounting software (Sage experience strongly preferred) and Microsoft Excel.Strong problem-solving skills with the ability to investigate discrepancies and identify solutions.Customer service-oriented mindset with professionalism in handling sensitive payment matters.Qualifications:
Previous experience in Accounts Receivable, billing, or a related accounting role.Familiarity with basic accounting principles and reconciliation processes.Degree in Accounting, Finance, or Business Administration preferred, but not always required.Proficiency in Sage Software or similar accounting systems.Work Environment:
This is a full-time position in a professional office setting. The role may require occasional extended hours during month-end or year-end closing.
