Executive Assistant

Island Exterior Fabricators LLC; Calverton (NY); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

401(k) matching

AD&D insurance

Dental insurance

Flexible schedule

Flexible spending account

Health insurance

Health savings account Employer Match

Short Term Disability

Life insurance

Paid time off

Professional development

Vision insurance

Job summary

Island Facades LLC and Island Exterior Fabricators LLC is seeking an experienced Executive Assistant to directly support the CEO, manage complex calendars, coordinate between leadership teams and partners, and prepare strategic materials. This role requires proactive, highly organized handling of confidential information in a fast-paced environment.

The position is office-based in Calverton, NY, with standard hours and potential after-hours time as needed.

Qualifications

• 3+ years of Executive Assistant or senior-level administrative experience.
• Experience directly supporting a CEO, President, or C-suite executive strongly preferred.

Responsibilities

• Manage and prioritize the CEO’s calendar, meetings, and competing requests.
• Serve as a key point of coordination between the CEO, Executive Leadership Team, and internal/external partners.
• Prepare meeting agendas, presentations, briefing materials, and executive correspondence.
• Track decisions, action items, deadlines, and follow-up commitments.
• Coordinate executive travel, leadership meetings, and high-priority business events.
• Anticipate scheduling conflicts, upcoming needs, and priorities before they become issues.
• Handle confidential and sensitive information with discretion and sound judgment.
• Partner closely with the Sr. Executive Assistant to ensure consistent executive coverage.
• Support additional members of the Executive Leadership Team as needed.
• Provide backup support to our broader Administrative Shared Services team.

Skills

Calendar management

Communication

Prioritization

Discretion & confidentiality

Job description

Island Facades (IF) and Island Exterior Fabricators (LLC) operates as a privately owned practice specializing in the delivery of bespoke, high-performing prefabricated facade systems. Our 50-acre manufacturing campus is headquartered in Calverton, New York, and supported by design and engineering offices in Manhattan, Boston, Minnesota and Hartford.

Our organization is fully self-sustained, supported by state-of-the-art equipment and facilities that enable us to deliver a high-quality product. Our production capabilities, installation network, and bonding capacity allow Island to complete large-scale, complex projects in a timely, efficient manner.

Job Summary:

We’re looking for an experienced Executive Assistant to provide direct support to our CEO and help keep key business priorities, meetings, and commitments moving forward. This is a hands‑on role for someone who is highly organized, proactive, comfortable working with senior leaders, and able to anticipate needs in a fast‑moving environment.

What you’ll do:

• Manage and prioritize the CEO’s calendar, meetings, and competing requests
• Serve as a key point of coordination between the CEO, Executive Leadership Team, and internal/external partners
• Prepare meeting agendas, presentations, briefing materials, and executive correspondence
• Track decisions, action items, deadlines, and follow-up commitments
• Coordinate executive travel, leadership meetings, and high-priority business events
• Anticipate scheduling conflicts, upcoming needs, and priorities before they become issues
• Handle confidential and sensitive information with discretion and sound judgment
• Partner closely with the Sr. Executive Assistant to ensure consistent executive coverage
• Support additional members of the Executive Leadership Team as needed
• Provide backup support to our broader Administrative Shared Services team

Skills:

• Strong calendar management, prioritization, and follow-through skills
• Excellent communication, organization, and attention to detail
• Ability to manage changing priorities and work independently with sound judgment
• High level of professionalism, discretion, and confidentiality

Minimum Qualifications:

• 3+ years of Executive Assistant or senior-level administrative experience
• Experience directly supporting a CEO, President, or C‑suite executive strongly preferred

Salary Range:

Exempt role, $85,000 - $100,000

Location:

Calverton, NY

Schedule:

Office Based; Monday through Friday, 7am – 5pm (after hours may be required based on CEO and business needs)

Benefits:

• 401(k) matching
• AD&D insurance
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account Employer Match
• Short Term Disability
• Life insurance
• Paid time off
• Professional development
• Vision insurance

ADA Requirements:

The position requires the ability to sit or stand for extended periods while using a computer, along with sufficient manual dexterity to operate computers, mobile devices, and related IT equipment. The role may occasionally involve lifting or moving equipment weighing up to 25 pounds, as well as bending, crawling, or climbing—such as accessing under desks or server racks. Candidates must possess the ability to concentrate, troubleshoot, and solve problems in a fast‑paced environment, demonstrating strong verbal and written communication skills. The role also demands effective task prioritization, management of multiple simultaneous support requests, and a capacity to quickly learn and adapt to evolving technologies and tools.

Island Facades LLC and Island Exterior Fabricators LLC is an equal-opportunity employer. We offer a welcoming and inclusive environment. All applicants are considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Notice to Staffing Agencies

Island Facades LLC and Island Exterior Fabricators LLC and its subsidiaries will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Island, including unsolicited resumes sent to an Island mailing address, fax machine or email address, directly to Island employees, or to Island's resume database will be considered Island property. Island will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.