Executive Assistant Office Manager

Job Summary:

The Executive Assistant (EA) provides high-level administrative support to the President/COO. This role requires experience working in construction, architecture, engineering, or real-estate development, thriving in a fast-paced environment, anticipating needs, and ensuring the President/COO’s day-to-day operations run smoothly. The EA manages communications, schedules, prepares confidential documents, coordinates meetings and travel, serves as a liaison between the President/COO’s and the company’s staff, and external stakeholders. This position plays a critical role in supporting executive decision-making and maintaining organizational efficiency.

Key EA Responsibilities:

• Manage the President/COO’s calendar, appointments, meetings, and travel arrangements, ensuring optimal use of time and adherence to priorities.
• Manage the President/COO’s email correspondence ensuring communications to key internal staff or important external clients are identified, followed up, responded to, drafting and releasing messages as directed in prompt manner.
• Prepare, review, and format high-level correspondence, reports, presentations, and other confidential documents.
• Coordinate and/or supervise preparation materials for meetings, including agendas, briefings, and follow-ups by other company staff.
• Monitor deadlines, business priorities, project timelines, and task completion to help the President/COO manage business goals internally and externally.
• Assist in executive-level meetings, material, distribution as needed; uphold the highest level of confidentiality, professionalism, and attention to detail.
• Assist in the preparation, compilation, and submission of AIA contract documents, bid packages, and proposal materials under tight deadlines, ensuring accuracy and timely delivery, with training provided as needed.
• Prepare AIA contract documentation and related legal documents; coordinate all required supporting materials and liaise with in-house or external counsel on behalf of the company, with training provided as needed.
• Receive dictation from principals to type correspondence and communications quickly and efficiently.

Shared EA Responsibilities:

• Manage the President / COO’s calendar, appointments, meetings, and travel arrangements, ensuring optimal use of time and adherence to priorities.
• Manage the President / COO’s email correspondence ensuring communications to key internal staff or important external clients are identified, followed up, responded to, drafting and releasing messages as directed in prompt manner.
• Maintain organized records, files, and documentation, both physical and digital.
• Support event planning, client engagements, social media, and executive-level project coordination with scheduling, material gathering and distribution as needed.

Office Manager Responsibilities:

As an extension of the President / COO, communicate across staff to ensure office responsibilities are managed, monitored or addressed, and/or to collect information.

Examples: Expense reports: cell phones, Wi-Fi, office equipment and supplies

Qualifications & Experience:

• Proven administrative and organizational skills, with the ability to support several executive-level staff.
• Demonstrated history of long-term tenure in prior roles, reflecting reliability, loyalty, and commitment to organizational success.
• Professional, service-oriented mindset with a traditional, “roll-up-your-sleeves” approach to supporting executive leadership.
• Seeks a long-term opportunity with a company where they can establish roots and contribute meaningfully over time.
• Strong written and verbal communication skills; able to interact professionally with diverse stakeholders.
• High attention to detail and strong analytical thinking.
• Proficiency in Microsoft Office Suite, Excel, Adobe, MS Word
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Familiarity with industry-specific terminology, contract administration, proposals.
• Familiarity with facilitating contract lifecycle: ensuring all required forms, signatures, and approvals are completed in alignment with project milestones.
• Experience in working with the executive and estimating teams involving interactions with vendors and subcontractors. The ideal candidate thrives in a collaborative environment and can pivot between administrative and technical tasks with ease.
• Experience supporting C-suite executives in construction, architecture, engineering or real estate environment.
• Experience with the AIA (American Institute of Architects) Contract Suite. (Preferred)
• Experience working with legal counsel

Compensation & Benefits:

• Primarily in-office with optional (every 2 weeks) work from home on Fridays
• The estimated pay range for this position in New York is $75,000-$98,000. Actual compensation may vary based on factors such as the candidate’s qualifications, experience, skills, and knowledge.
• Health, dental, and vision insurance.
• Paid time off and holidays.

*Applicants must be a New York Metropolitan area resident and report to the office 4-5 days a week.

Founded by Michael J. Strauss in 1986. Trained in architecture, construction and engineering, our Vanguard staff contribute their considerable experience toward reducing costs and minimizing the schedule, all the while maintaining design intent and ensuring lasting value in the finished product.

• Restaurants / Hospitality
• Commercial Interiors
• Healthcare
• Institutional
• Retail
• Core and Shell / Ground-up / Infrastructure / Lobby / Façade / Base Building work
• Residential

All construction is a challenging, complicated journey of moving parts. As contractor, Vanguard’s goal is to support good teamwork. Good teamwork delivers success. To estimate and build projects successfully becomes our shared legacy. At Vanguard, we are dedicated not to perfection, but to achieving excellence.

Equal Employment Opportunity Statement:

Vanguard Construction & Co. is an equal opportunity employer and values diversity at all levels of the organization. We encourage applications from all qualified individuals regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or veteran status.