Administrative Assistant

Company Overview The I-Grace Company is a leader in luxury residential construction, renowned for delivering exceptional craftsmanship and service across complex, high-end projects. For over three decades, we've partnered with discerning clients, architects, and designers to bring visionary homes to life. Our commitment to excellence, integrity, and collaboration defines who we are and the work we do.POSITION OVERVIEW The Administrative Assistant plays a critical support role within the Office of the CEO, ensuring the seamless execution of daily operations in a fast-paced, high-touch executive environment. Working under the guidance of the Executive Assistant, this position requires exceptional organization, discretion, and attention to detail.This is a unique opportunity for an early-career professional to gain direct exposure to senior leadership while developing strong administrative, operational, and communication skills within a luxury residential construction environment. The ideal candidate is proactive, resourceful, and aligned with I-Grace's commitment to professionalism, precision, and excellence.DUTIES & RESPONSIBILITIES Executive & Administrative SupportCoordinate complex domestic and international travel arrangements, including itineraries, logistics, and schedulingManage and reconcile expenses, including receipt tracking and reportingSupport daily calendar management, including meetings, appointments, meals, and personal commitmentsTrack incoming correspondence and emails, ensuring organization and timely follow-upMaintain detailed and organized records, files, and contact systems for the Office of the CEOPrepare materials, agendas, and logistics for meetings and internal/external eventsOperational & Personal SupportAssist with personal administrative tasks including travel logistics, appointments, residences, and related coordination, as requestedSchedule and manage recurring services and ongoing operational needsOrder and maintain office supplies and coordinate client and team gifting initiativesMaintain and update tracking lists for active priorities and deliverablesCoordination & CommunicationServe as a liaison between the Office of the CEO, internal teams, and external partners to ensure clear and professional communicationSupport cross-functional coordination and follow-through on key initiativesAssist the Executive Assistant in managing priorities and maintaining operational efficiencyGeneral SupportProvide administrative assistance across ongoing tasks and special projectsHandle additional responsibilities as assigned, demonstrating flexibility and responsivenessREQUIREMENTS 1–3 years of experience in an administrative or assistant role, supporting senior leadershipExceptional organizational skills with strong attention to detail and accuracyExcellent written and verbal communication skillsProficiency in Microsoft Office Suite and general technical fluencyAbility to manage multiple priorities in a fast-paced, dynamic environmentDemonstrated discretion and ability to handle confidential informationStrong problem-solving skills with a proactive, solutions-oriented mindsetProfessional, dependable, and committed to high standards of executionInterest in architecture, interior design, construction, or luxury services is preferredIDEAL CANDIDATE Proactive, resourceful, and highly organized with a "no task too small" mindsetComfortable operating in a high-performance, in-person environmentMaintains composure and effectiveness under pressureDemonstrates flexibility, including occasional after-hours support across time zonesTakes pride in delivering a seamless, polished experience for leadership and stakeholdersMotivated to grow within an executive support or operations career pathWORK CONDITIONS Full-time, in-office role (5 days per week) based in Long Island City, New YorkExposure to a fast-paced executive environment requiring responsiveness and adaptabilityOccasional need for schedule flexibility to support business and travel demands, including occasional after-hours support across time zones.COMPENSATION & BENEFITS $75,000 - $85,000, commensurate with experienceComprehensive company benefits package offers:Health insurance - medical with virtual visits and health advocate availability, dental and vision401(k) with company matchGenerous paid time offProfessional development opportunitiesAccident, Critical Illness and Hospital Indemnity Insurance availableHSA & FSA$50,000 worth of employer paid life insuranceOptionalLegal Plan benefitsIdentity & Fraud benefitsPet Solution benefitsEmployee referral bonusEmployee Assistance ProgramHome & Auto discounts and more!Opportunity for professional growth within a high-end, design-driven construction firmPlease Note : This position is NOT eligible for visa sponsorship.At I-Grace, you'll have the opportunity to collaborate with a talented team, and contribute to the success of an established leader in luxury residential construction. If you're a strong administrative professional looking for your next challenge, we invite you to apply today. Powered by JazzHR