About this position
Position Summary:
We are looking for a highly organized and proactive Personal Executive Assistant to support a busy business owner across business operations, construction projects, and personal matters. This person will help keep schedules, paperwork, vendors, and follow-ups organized so the owner can focus on running and growing the business.
Position Responsibilities:
- Oversee calendars, organize meetings, and direct all scheduling needs.
- Filter and prioritize phone calls, incoming emails, and crucial communications.
- Track key priorities, impending deadlines, and necessary action items.
- Liaise between contractors, sub-contractors, suppliers, third-party vendors, and clients.
- Drive progress on pending quotes, material deliveries, site visits, and essential paperwork.
- Support construction and renovation efforts by arranging trade schedules, site visits, and municipal inspections.
- Monitor job expenditures, collect invoices, log receipts, and update financial tracking sheets.
- Draft official correspondence, generate purchase orders, and maintain electronic and physical files.
- Facilitate legal workflows by collecting documentation, liaising with counsel, setting meetings, and tracking information requests.
- Manage personal travel plans, domestic scheduling, daily errands, and individual appointments.
- Deliver consistent status reports to Jacob regarding ongoing, pending, and urgent matters.
Qualifications:
- 2+ years supporting executives or managing administrative tasks in a similar capacity.
- Prior background within real estate, construction, or small business environments is highly desirable.
- Fluent Mandarin preferred.
- Exceptional organizational capabilities coupled with rigorous precision and consistent execution.
- Polished interpersonal skills with complete confidence when engaging external vendors, trades, and industry professionals.
- Demonstrated proficiency using spreadsheets, digital calendars, electronic mailing systems, and file organization systems.
- Proven aptitude for maintaining strict discretion regarding sensitive personal and corporate records.
- Active driver's license alongside dependable personal transit options preferred.
Location and commute
2950 Union St Ste A, Flushing, NY 11354.
Plan your route with Google Maps. Travel times and transportation options vary; confirm the work location with the employer before commuting.
How to apply
Review the vacancy and complete the application on the employer or recruitment partner’s website. Requisition ID: WJ-3175618641.