Executive Administrative Assistant

Gilbert; Melville (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Gilbert is seeking an Executive Administrative Assistant to partner with the Chief Operating Officer, ensuring calendars, meetings, and travel are efficiently managed. The role requires proactive prioritization, clear communication, and discretion in handling sensitive information.

The successful candidate will thrive in a fast-paced, entrepreneurial environment, supporting strategic initiatives and cross-functional teams with organizational excellence and professional poise.

Qualifications

• 5+ years of experience supporting senior leaders or executives.
• Exceptional organizational and time management skills.
• Outstanding verbal and written communication skills.
• Professional, polished demeanor with excellent interpersonal skills.
• Strong business judgment and ability to handle confidential information.
• Ability to manage multiple priorities with minimal supervision.
• Highly proactive with the ability to anticipate needs.
• Advanced knowledge of Microsoft Office and Teams.

Responsibilities

• Manage and prioritize the COO's calendar, appointments, meetings, and travel arrangements.
• Anticipate scheduling conflicts and propose solutions.
• Coordinate meeting logistics, prepare agendas, organize materials, and distribute follow-up action items.
• Attend meetings to capture notes, document decisions, and track action items through completion.
• Screen and prioritize communications, representing the COO when appropriate.
• Develop reports, presentations, and other business documents with professionalism.
• Provide administrative support for cross-functional projects and company initiatives.
• Help maintain organized electronic and physical filing systems.

Skills

Executive support

Organizational skills

Communication skills

Interpersonal skills

Discretion

Time management

Prioritization

Attention to detail

MS Office

Tools

Microsoft Office Suite

Job description

Gilbert, based in, is a well-established firm specializing in custom trade show displays, commercial and residential interiors, and corporate event management. Since its founding in 1986, the company has built a reputation for delivering high-quality design, fabrication, and comprehensive program management services to renowned clients across diverse industries.

Position Summary

The Executive Administrative Assistant serves as the primary administrative partner to the Chief Operating Officer, helping maximize the COO's effectiveness by managing priorities, coordinating schedules, facilitating communication, and ensuring important initiatives continue moving forward.

The ideal candidate is highly organized, detail-oriented, and capable of thinking several steps ahead. They understand how to balance competing priorities, communicate professionally with employees, customers, and business partners, and represent the COO with discretion and confidence.

This individual will become a trusted extension of the COO—keeping projects organized, ensuring commitments are followed through, and helping create structure in a fast-paced, entrepreneurial environment.

Key Responsibilities

Executive Support

• Manage and prioritize the COO's calendar, appointments, meetings, and travel arrangements.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate meeting logistics, prepare agendas, organize supporting materials, and distribute follow-up action items.
• Attend meetings as needed to capture notes, document decisions, and track action items through completion.
• Help ensure priorities remain visible and deadlines are met.
• Screen and prioritize communications, responding on behalf of the COO when appropriate.
• Serve as a professional point of contact for internal and external stakeholders.
• Handle confidential information with the highest level of discretion.

Strategic Partnership

• Develop a strong understanding of the COO's priorities and operating style.
• Help manage competing priorities and keep key initiatives moving forward.
• Follow up with department leaders to ensure commitments and deliverables are completed.
• Identify potential issues, bottlenecks, or scheduling conflicts before they become problems.
• Organize information and present it in a clear, concise manner to support decision-making.
• Create reports, presentations, correspondence, and other business documents with a high degree of professionalism.

Office & Administrative Support

• Provide administrative support for company initiatives and cross-functional projects.
• Assist with company meetings, leadership meetings, and special events.
• Coordinate office activities and provide general administrative assistance as needed.
• Help maintain organized electronic and physical filing systems.
• Support various departments with administrative tasks during busy periods.
• Assist with miscellaneous projects that contribute to the overall success of the business.

Qualifications

• 5+ years of experience supporting senior leaders or executives.
• Exceptional organizational and time management skills.
• Outstanding verbal and written communication skills.
• Professional, polished demeanor with excellent interpersonal skills.
• Strong business judgment and ability to handle confidential information.
• Ability to manage multiple priorities with minimal supervision.
• Highly proactive with the ability to anticipate needs rather than simply react to requests.
• Strong attention to detail and commitment to accuracy.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Comfortable learning new technology and business systems.