Executive Assistant

Executive Assistant

The E-J Group is active in all facets of electrical contracting, bringing experience, expertise, and a national reputation to projects that range in size up to more than $1 billion. With over 4,500 employees across 33 offices nationwide, E-J delivers full-service electrical solutions for mission critical / data centers, rail systems, transit facilities, office buildings, hospitals, power generation, substations, transmission and distribution, renewables, co-generation facilities, roadway and outdoor specialty work, airports, industrial facilities, chip plants, universities, sports stadiums, extra high voltage distribution, utility, and gas infrastructure. At E-J, three generations of family expertise have built an organization that combines practical knowledge with modern technological innovation, providing rapid and efficient solutions for today's lighting, power, energy, and communication needs. E-J has over 125 years of reputation for integrity, quality, and exceptional service in the electrical field.

Division: Finance & Accounting

Location: Long Island City, NY

Reporting to: Chief Financial Officer (CFO)

Position Summary: Our finance team is seeking an Executive Assistant (EA) to support the CFO with strategic calendar and schedule management, travel planning, email management, and communication as well as data tracking and reporting and project execution. The EA will maintain a highly organized, proactive scheduling system that keeps the CFO focused on high-value work. Success in this area means a well-structured calendar, clear priorities, and zero avoidable scheduling conflicts. As the EA, you will help ensure the CFO's inbox is organized, prioritized, and managed strategically. You are also responsible for ensuring that internal and external obligations and projects stay on track and you will handle recurring and ad hoc projects as directed by the CFO. The EA ensures that the CFO has visibility on all the deliverables of the Finance, Accounting, Treasury, Tax, Payroll and Financial Planning & Analysis (FP&A) departments and maintains project trackers and raid logs where necessary. In this key support role in finance, you will also maintain recurring reporting and dashboards, ensuring that leadership has clear visibility into key performance metrics.

Responsibilities (include but are not limited to):

• Maintaining a structured calendar using block scheduling principles and ensuring meetings are scheduled appropriately with minimal conflicts
• Reviewing the calendar 24 - 48 hours ahead and proactively adjusting as needed and coordinating travel arrangements and professional events well in advance
• Reviewing and triaging incoming emails, drafting responses, and delegating communications when appropriate
• Providing weekly summaries highlighting priorities, deadlines, and emerging issues
• Tracking assignments and projects delegated by the CFO and maintaining a task dashboard with deadlines and priorities for the CFO and the Finance and Administration direct reports
• Following up with team members to ensure progress and ensuring projects are completed accurately, on time, in full
• Handle expense tracking and administrative financial tasks, and support in office management, including coordinating mail, department events and supplies
• Liaise with Accounting and FP&A in maintaining dashboards and providing hard copies of key reports as requested
• Prepare PowerPoint and Excel documents for executive, management and board meetings
• Prepare weekly check-in reports for the CFO
• Special projects as required

What We're Looking for:

• Minimum 5+ years of experience as an Executive Assistant, Legal Assistant, or Administrative Professional
• Bachelor's Degree required
• Experience in a multi-entity contractor, construction environment or manufacturing setting preferred
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to anticipate needs and prioritize competing demands in a fast-paced environment
• Outstanding ability to navigate all aspects of Microsoft Office, including Copilot
• Experience with scheduling platforms, task scheduling tools, dashboards, and AI agents

Advantages of Working at E-J:

• Leading Electrical Contracting Organization in New York City
• Oldest family-owned and operated electrical contractor since 1899
• JIB IBEW Local 3 benefits
• Job training and mentorship
• Rewarding project experience
• Medical, dental, vision, and a 401K plan
• Paid holidays and vacation
• Tuition Reimbursement Program
• Team-oriented company culture
• History of employment longevity
• Convenient and central office locations near public transit

Salary Range: $90k - $120k/year The E-J Group is an Equal Employment Opportunity Employer and ensures equal employment opportunity for all persons without discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, marital status, citizenship, or any other characteristic protected by law.