Executive Administrative Assistant - Full-Time

Location: Bridgehampton,New York,United States

EXECUTIVE ADMINISTRATIVE ASSISTANT – Full-Time

Company Overview:

Marders has been a trusted name in the Hamptons landscaping industry for over 48 years. Our team of skilled professionals is dedicated to delivering exceptional landscaping services, from design and installation to maintenance and horticultural care. We take pride in our attention to detail, creativity, and commitment to customer satisfaction.  We are currently seeking a talented and detail-oriented Executive Administrative Assistant to join our dynamic team!

Position Summary:

The Executive Administrative Assistant to the Owner plays a pivotal role in ensuring smooth operations and effective communication within the organization. This individual directly supports the owner in various administrative tasks, enabling them to focus on strategic initiatives and high-priority tasks. The role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with confidentiality. The ideal candidate is proactive, resourceful, and possesses excellent communication and multitasking abilities.

Key Responsibilities:

Calendar Management:

Coordinate and manage the owner's schedule, including arranging meetings, appointments, and travel itineraries.

Prioritize and schedule meetings based on urgency and importance.

Ensure the owner is briefed on upcoming commitments and prepared for meetings.

Communication:

Act as a liaison between the owner and internal/external stakeholders, including clients, vendors, and employees.

Screen and manage emails, phone calls, and correspondence, responding or redirecting as appropriate.

Draft and proofread correspondence, reports, presentations, and other documents on behalf of the owner.

Information Management:

Organize and maintain both digital and physical files, ensuring easy access to information when needed.

Conduct research and gather data on various topics as requested by the owner.

Compile reports, presentations, and briefing materials for meetings and presentations.

Administrative Support:

Assist in preparing agendas, materials, and presentations for meetings.

Coordinate logistics for events, conferences, and business trips.

Process expenses, manage invoices, and handle other financial tasks as required.

Confidentiality:

Handle sensitive information and confidential matters with the utmost discretion and professionalism.

Maintain confidentiality of proprietary information and sensitive documents.

Special Projects:

Undertake special projects and initiatives as assigned by the owner, which may involve research, analysis, and implementation of solutions.

Qualifications:

Bachelor's degree preferred, with a focus on business administration or related field.

Proven experience 5 years as an executive assistant, administrative assistant, or similar role, preferably supporting senior executives.

Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.

Strong communication skills, both written and verbal, with a professional and courteous demeanor.

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.  Acumatica is a plus.

Discretion and trustworthiness, with the ability to handle sensitive information confidentially.

Resourcefulness and the ability to anticipate needs and take initiative.

Attention to detail and high level of accuracy in all tasks.

Flexibility and adaptability to changing priorities and environments.

Previous experience in a fast-paced environment is a plus.

Benefits:

Competitive salary based on experience and qualificat