Office Administrator / Executive Assistant (Construction)

Office Administrator / Executive Assistant

Location: Garden City, NY
Compensation: Up to $30/hour
Industry: Construction / Real Estate Development

About the Opportunity

A well-established, privately held construction and real estate development firm in Garden City is seeking a highly organized and professional Office Administrator / Executive Assistant to support daily office operations and executive leadership.

This position plays a key role in maintaining an efficient office environment while providing administrative support to senior management. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced professional setting.

Responsibilities

Office Administration

• Answer, screen, and direct incoming calls to the main office line.
• Greet and assist visitors, clients, and vendors.
• Manage conference room scheduling and maintain meeting calendars.
• Coordinate conference room setup and assist with technology needs when necessary.
• Handle incoming and outgoing mail, courier services, and package distribution.
• Manage corporate shipping accounts and prepare UPS/FedEx labels as needed.
• Maintain inventory of office, kitchen, and conference room supplies.
• Order supplies and coordinate vendor deliveries.
• Assist employees with general office equipment including printers, copiers, and conference room technology.

Executive Support

• Manage calendars, appointments, and meeting schedules for executive leadership.
• Coordinate meetings and provide reminders for key appointments and deadlines.
• Assist with preparation and distribution of correspondence, reports, and presentations.
• Arrange executive lunches, meetings, and other administrative needs.

Administrative & Project Support

• Create and maintain spreadsheets, reports, and databases using Microsoft Excel.
• Prepare professional correspondence and documents using Microsoft Word and Outlook.
• Assist with PowerPoint presentations and other business materials.
• Enter and track commercial tenant work orders through property management software.
• Conduct online research, special projects, and miscellaneous administrative assignments.
• Coordinate special mailings and other office-wide initiatives.

Qualifications

• Minimum 2 years of office administration, executive assistant, or office coordinator experience.
• Prior experience in construction, real estate, property management, or a professional services environment is a plus.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel).
• Experience with PowerPoint preferred.
• Strong written and verbal communication skills.
• Exceptional organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to handle confidential information with professionalism and discretion.
• Self-motivated with the ability to work independently and collaboratively.
• Strong multitasking and problem-solving skills.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Paid Time Off
• Stable, long-term opportunity with a respected organization

Schedule: Full-Time, On-Site
Location: Garden City, NY