Job Description

Executive Assistant

We are seeking an experienced Executive Assistant to provide high-level administrative and organizational support to senior executives on our Government Team, as well as additional key leaders within the organization. Located next to Penn Station in New York City, this role is ideal for a detail-oriented professional with a background in engineering or architecture who thrives in a fast-paced, project-driven environment. The position supports critical government-facing initiatives and executive operations for major infrastructure developments. The schedule is full-time, Monday through Friday, 8:00 AM to 5:00 PM, with a hybrid work modelprimarily in-office but offering flexibility for 12 remote days per week, depending on executive travel schedules and team needs.

Key Responsibilities:

• Manage complex calendars for multiple executives, including scheduling meetings, coordinating with internal teams, government agencies, partners, and external stakeholders.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries, while handling any last-minute changes.
• Prepare and organize materials for meetings, presentations, proposals, and government-related engagements, ensuring accuracy and confidentiality.
• Handle correspondence, emails, phone calls, and inquiries on behalf of executives, prioritizing and responding as appropriate.
• Support government team projects by tracking deadlines, coordinating documentation, and assisting with regulatory or agency communications.
• Maintain organized filing systems (digital and physical) for executive documents, contracts, reports, and project-related information.
• Coordinate logistics for events, site visits, board meetings, and executive briefings.
• Anticipate needs proactively, resolve issues independently, and provide discreet, reliable support in a high-stakes environment.
• Perform additional administrative tasks as required to ensure smooth executive operations.

Qualifications:

• 5+ years of experience as an Executive Assistant or in a similar high-level administrative support role, ideally supporting C-suite or senior leaders in construction, engineering, infrastructure, government relations, or a technical/professional services environment.
• Strong understanding of engineering/architecture concepts, terminology, and project lifecycles to effectively support technical discussions and documentation.
• Exceptional organizational, time-management, and multitasking skills with meticulous attention to detail.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with project management or collaboration tools.
• Excellent written and verbal communication skills, with the ability to interact professionally with senior executives, government officials, and external partners.
• High level of discretion, integrity, and ability to handle confidential information.
• Proactive mindset, adaptability to changing priorities, and comfort working in a dynamic, deadline-driven industry.
• Experience in a hybrid or office-based role in New York City is a plus.

Compensation and Benefits:

The salary range for this position is $75,000$100,000 annually, commensurate with experience and qualifications. We offer a comprehensive benefits package, including fully company-paid healthcare coverage for employees (medical, dental, and vision), generous paid time off, retirement savings plans with company matching, life and disability insurance, and additional perks to support work-life balance in a collaborative, growth-oriented culture.

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