Executive Administrative Assistant

Paraco; Village of Rye Brook (NY); Presencial; USD 90.000 - 130.000; Jornada completa

Descripción de la vacante

Paraco Gas Corporation is seeking an exceptionally organized Executive Administrative Assistant for a fast-paced executive setting in New York. You will manage the COO’s calendar, coordinate high-level meetings, and prepare strategic materials with strict confidentiality.

The role emphasizes leveraging AI tools to streamline scheduling, communications, and document creation while driving administrative excellence across the executive office.

Formación

• Exceptional organization and attention to detail required.
• Ability to thrive in a fast-paced environment with shifting priorities.
• Outstanding time management and multitasking capabilities.
• Enthusiastic about learning new technology and AI tools.
• Proactive mindset with a penchant for process improvement.
• Professional, confidential communication with executives and allies.

Responsabilidades

• Manage a complex executive calendar with competing priorities.
• Coordinate COO’s professional and personal calendars with confidentiality.
• Prepare meeting agendas, briefing materials, and follow-up items.
• Organize Board and Leadership Team meetings and events.
• Ensure COO is fully prepared for meetings and presentations.
• Handle confidential information with discretion.
• Provide administrative support to Executive Leadership Team as needed.
• Draft executive emails, presentations, and official communications.

Conocimientos

Exceptional organization

Detail-oriented

Strong time management

Proactive mindset

Professional communication

Herramientas

Microsoft Office Suite

Outlook

Excel

PowerPoint

Teams

SharePoint

AI platforms (ChatGPT)

Power Automate

Trello/Asana/Monday.com

Descripción del empleo

Are you looking for a new job or a company that aligns with your values and passions? Join Paraco, a family‑owned company that has been delivering clean energy and fueling life's moments for over 50 years. We take pride in being one of the largest privately‑owned propane companies in the Northeast, serving eight states. In addition, we’re expanding our services to include total home comfort through Paraco, offering alternative energy and energy storage systems. Discover more about our careers by visiting Paraco Careers. Join us on this exciting journey toward a sustainable future.

We are looking for an exceptional Executive Administrative Assistant who is highly organized, proactive, technology‑driven, and thrives in a fast‑paced executive environment.

The ideal candidate is intellectually curious, highly organized and is constantly asking:

“How can I make this easier, faster, smarter, and more organized?”

Key Responsibilities

Executive Support

• Manage a complex executive calendar with competing priorities.
• Coordinate the COO’s professional and personal calendars, including personal appointments and life logistics, while maintaining the highest level of confidentiality and discretion.
• Prepare meeting agendas, executive briefing materials, presentations, and follow‑up action items.
• Organize Board of Directors, Executive Leadership Team, and senior leadership meetings.
• Ensure the COO is fully prepared for every meeting, presentation, and event.
• Handle confidential and highly sensitive information with professionalism and discretion.
• Provide administrative support to Executive Leadership Team members as needed to ensure organizational priorities are met.

Administrative Excellence

• Continuously improve the efficiency of the Executive Office.
• Develop systems that improve organization, communication, and responsiveness.
• Standardize administrative processes and create repeatable best practices.
• Organize digital files, meeting materials, executive correspondence, and key documents for easy access.
• Anticipate needs before they arise and proactively solve problems.

AI, Technology & Automation

• Champion the use of AI and emerging technologies to improve executive productivity.
• Identify opportunities to automate repetitive administrative tasks.
• Leverage AI to streamline scheduling, meeting preparation, executive communications, travel planning, and document creation.
• Evaluate and implement new tools that improve the effectiveness of executive support.
• Continuously seek better, smarter, and more efficient ways to manage administrative work.

Project Coordination

• Coordinate multiple executive initiatives simultaneously.
• Track priorities, deadlines, and follow‑up actions.
• Ensure commitments are completed on time.
• Keep projects organized and communicate progress proactively.
• Assist in coordinating company meetings, leadership events, and strategic planning sessions.

Executive Communications

• Draft executive emails, presentations, meeting materials, announcements, and correspondence.
• Prepare professional documents with exceptional attention to detail.
• Ensure communications are accurate, polished, and executive‑ready.

What We’re Looking For

• Is exceptionally organized and detail‑oriented.
• Thrives in a fast‑paced environment where priorities change quickly.
• Has outstanding time management skills.
• Loves learning new technology and AI tools.
• Naturally looks for ways to improve administrative processes.
• Is proactive rather than reactive.
• Communicates professionally with executives, Board members, employees, and external partners.
• Exercises outstanding judgment, discretion, and confidentiality.
• Takes ownership and follows through without being asked.
• Remains calm under pressure while managing multiple priorities.

Preferred Qualifications

• 5+ years supporting C‑suite executives or senior leadership preferred.
• Advanced Microsoft Office skills, particularly Outlook, Excel, PowerPoint, Teams, and SharePoint.
• Experience using AI platforms such as ChatGPT, Microsoft Copilot, or similar technologies.
• Experience with project management tools such as Trello, Asana, Monday.com , ClickUp, or similar platforms.
• Experience using workflow automation tools such as Microsoft Power Automate, Zapier, Make, or equivalent is highly desirable.
• Excellent written and verbal communication skills.
• Strong organizational and problem‑solving abilities.

What Success Looks Like

• Create administrative systems that improve organization and efficiency.
• Introduce AI and automation that reduce repetitive work and save time.
• Ensure executive meetings, Board meetings, and leadership communications are consistently prepared at the highest level.
• Keep priorities organized and projects moving forward through disciplined follow‑up.
• Build an Executive Office known for responsiveness, professionalism, organization, and flawless execution.
• Continuously improve how executive support is delivered by embracing technology and innovation.

Paraco Gas Corporation is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, sex, age (40 or over), national origin, ancestry, physical or mental disability, military or veteran status, marital status, medical condition, gender (including gender identity, gender expression, sexual orientation, registered domestic status, pregnancy, childbirth and related medical conditions), genetic characteristics, religion or any other classification protected by state or federal law.