Executive Assistant

Executive Assistant Job Description

Job Summary:

The Executive Assistant will provide high-level administrative support for the President and CEO. The role ensures the efficient operation of the executive office by managing priorities, coordinating complex schedules, and facilitating effective communication with internal and external stakeholders. The ideal candidate is highly organized, proactive, ability to handle confidential information while juggling multiple priorities across departments, in support of the ABG mission: To build high-quality affordable housing that revitalizes neighborhoods and strengthens communities.

Key Responsibilities:

Executive & Executive Support:

• Manage and maintain multiple complex calendars, coordinating meetings, appointments, and internal/external engagements.
• Organize and book travel, accommodations, and logistics for site visits, client meetings, and industry events.
• Draft, review, and format memos, reports, presentations, and proposals.
• Process and track expense reports, reimbursements, purchase orders, and vendor invoices.
• Prepare and distribute meeting agendas, take notes, and track action items to ensure timely follow-up.
• Serve as the point of contact between senior leaders and internal teams, clients, and partners.

Operations & Project Support:

• Support leadership with tracking project timelines, deliverables, and budget milestones.
• Assist with internal reporting, including executive dashboards, pipeline summaries, and resource planning updates.
• Help coordinate cross-functional communications between project managers, accounting, procurement, and HR.
• Maintain confidential personnel files and assist with onboarding new staff at the executive level.
• Manage licenses, certifications, and compliance documents for leadership and company operations.

Office & Event Management:

• Coordinate company and client-facing events, board meetings, industry conferences, and internal celebrations.
• Maintain an organized digital and physical filing system for contracts, legal documents, and permits.
• Support the upkeep of executive office supplies, subscriptions, and shared resources. Liaise with IT, facilities, and vendors to resolve office and equipment issues for executives.

Strategic & Relationship Management:

• Pprepare briefing materials for client meetings, investor calls, and board updates.
• Build strong relationships with internal and external stakeholders on behalf of the executive team.
• Proactively identify opportunities to streamline operations, improve efficiency, and support strategic goals.

Qualifications:

• Bachelors degree in business administration, management or a related field, equivalent experience may be considered.
• 5+ years of experience as an Executive Assistant, preferably in the construction, engineering or real estate development industry.
• Demonstrated ability to operate with a high level of discretion, professionalism, and integrity in a confidential executive environment.
• Experience supporting C-level construction executives
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Video Conferencing Tools (Zoom, Microsoft Team).
• Experience with project management tools (e.g., Procore, Bluebeam, Smartsheet) is a plus.

Relevant Skills/Abilities:

• Exceptional organizational and time management skills with attention to detail.
• Strong written and verbal communication skills, including the ability to draft clear, concise, and professional correspondence and materials.
• Discretion and confidentiality in handling sensitive information.
• High degree of initiative, resourcefulness, and problem-solving ability, with a proactive and results-oriented approach.
• Professional demeanor and interpersonal skills.

Working Conditions:

The Executive Assistant will be based in the corporate headquarters in Yonkers, New York. with some travel to construction locations around the New York City area.

Equal Employment Opportunity

Were proud to be an equal opportunity employer - and celebrate our employees differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, and Veteran status. At Apex, we know that diversity makes us stronger. We are committed to a collaborative, inclusive environment that encourages authenticity and fosters a sense of belonging. We strive for everyone to feel valued, connected, and empowered to reach their potential and contribute their best.