Executive Administrative Assistant - Bernard Nickels & Associates : Job Details

Role: Executive Administrative Assistant

Status: Perm

Location: Port Washington, NY - 100% onsite

Keys to the role:

• Bachelors degree
• 3 to 5 years of experience
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills
• Ability to stay calm under pressure.
• Flexibility to work evenings or weekends when required.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide dedicated support to the CEO. This individual will be responsible for managing day-to-day administrative operations, ensuring the executive's time and focus are optimized for strategic priorities. The ideal candidate is a trusted partner who thrives in a dynamic, fast-paced environment and is capable of handling confidential information with discretion and professionalism.

Key Responsibilities

Administrative Support:

• Manage the executive's calendar, including scheduling meetings, appointments, and travel.
• Coordinate internal and external meetings, ensuring agendas and materials are prepared in advance.
• Handle incoming correspondence (emails, calls, mail) and respond or delegate as appropriate.

Communication Liaison:

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Draft, review, and proofread emails, memos, presentations, and other documents.

Travel & Expense Management:

• Arrange complex domestic and international travel itineraries, including flights, accommodations, and transportation.
• Prepare and process expense reports accurately and in a timely manner.

Project Coordination:

• Assist with special projects and initiatives, providing research, tracking progress, and ensuring deadlines are met.
• Facilitate communication and follow-up on action items from meetings.

Office Operations:

• Maintain and organize files, records, and documentation.
• Oversee supplies and resources needed for the executive's office.

Confidentiality & Discretion:

• Handle sensitive information with the utmost professionalism and confidentiality.
• Anticipate executive needs and proactively address them.

Qualifications

• Education: Bachelor's degree in business administration, Communications, or related field (preferred).
• Experience: 3–5 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), scheduling software, and other productivity tools.
• Soft Skills: Exceptional organizational and multitasking abilities, strong written and verbal communication skills, and an ability to stay calm under pressure.
• Other: Must demonstrate discretion, initiative, and a proactive mindset. Flexibility to work evenings or weekends when required.

What We Offer

• Competitive salary and benefits package.
• Opportunities for professional development and growth.
• A collaborative, supportive work environment.