Executive Assistant

The Liro Group - Albany, NY

Full-time - Entry Level

Albany, NY

1,001-5,000 employees

Construction of Buildings

About the position

We have an immediate need for an Executive Assistant in Albany, NY. This position is crucial as it provides direct assistance to the Executive Staff of Design and Construction. The Executive Assistant will work closely with other Executive Assistants in the Design and Construction (D&C) department, coordinating administrative activities for the Executive Office. This role involves frequent contact with representatives at all levels, including D&C staff, the Office of the OGS Commissioner, the Governor's Office, and other State and Federal agencies, as well as consultants and contractors. The Executive Assistant will act as the point of contact among executives, employees, clients, and other external partners, ensuring smooth communication and efficient operations within the office. The responsibilities include managing the Executive team calendars, which involves day-to-day scheduling, site visits, regional meetings, and external meetings. The Executive Assistant will also coordinate the development of PowerPoints, talking points, and other required preparation materials. Organizing all-employee conferences and events is another key responsibility, along with taking meeting minutes and notating action items. The role requires maintaining Executive Office supplies and performing support functions such as scanning, copying, and other related tasks. Additionally, the Executive Assistant will spearhead All Employee Webinars, facilitating preparation meetings, brainstorming content, and running the meetings when presented. The position demands proactive management of the Executives' calendars to avoid conflicts, scheduling meeting rooms, and coordinating large meetings, including logistics such as room location, food, IT, and agenda management. Travel coordination for Executives is also a significant part of the role, which includes managing itineraries, hotel reservations, and travel expenses. The Executive Assistant will represent the Executive Staff in meetings as appropriate and prepare correspondence for the signature of Executive level staff, all while managing sensitive and confidential information professionally. The role requires the ability to complete assigned tasks with little direction and oversight, demonstrating initiative and proactive workload management.

Responsibilities

• Provide direct assistance to the Executive Staff of Design and Construction.
• Coordinate administrative activities for the Executive Office with other Executive Assistants in D&C.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Receive and screen telephone inquiries, responding directly or referring them as necessary.
• Manage Executive team calendars, including scheduling site visits and meetings.
• Coordinate the development of PowerPoints, talking points, and preparation materials.
• Assist with organizing all-employee conferences and events.
• Take meeting minutes/notes and notate action items.
• Maintain Executive Office supplies and perform support functions such as scanning and copying.
• Spearhead All Employee Webinars, including preparation meetings and content coordination.
• Organize and prioritize daily or weekly work tasks.
• Manage meeting room schedules and handle conflicts as they arise.
• Coordinate large meetings, including logistics like room location and catering.
• Coordinate all travel for Executives, including itineraries and hotel reservations.
• Assist with reconciliation of travel expenses.
• Represent Executive Staff in meetings as appropriate.
• Prepare correspondence for Executive level staff signatures.
• Manage sensitive and confidential information professionally.
• Prepare and/or edit reports, memos, letters, and other documents using relevant software.
• Provide backup support to other Executive Assistants when needed.
• Complete assigned tasks with little direction and oversight.

Requirements

• 5 years of comparable experience as an Administrative Assistant or Office Assistant.
• Advanced knowledge of MS Office, Excel, and Outlook programs.
• Ability to attend job meetings and prepare accurate minutes.
• Experience drafting correspondence and creating spreadsheets.
• Excellent telephone skills and ability to implement office procedures.
• Strong organizational skills for scheduling meetings and distributing agendas.

Nice-to-haves

• Experience in Microsoft Office Product Suite (Word, Excel) preferred.
• Ability to ensure proper operation and maintenance of office equipment.

Benefits

• Competitive Total Compensation Package
• Employee-Only Stock Purchase Plan
• Mentoring programs
• Continuing Education Program
• Employee referral bonus
• Volunteer/Industry association opportunities