Executive Assistant/Office Manager

AutoMotion Parking Systems; West Hempstead (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in urban mobility is seeking an Executive Assistant/Office Manager to support their leadership team. This role requires multitasking, excellent communication, and a proactive approach to problem-solving. The ideal candidate will manage executive schedules, office operations, and financial compliance tasks, contributing to the smooth running of the organization.

Benefits

Health, dental, and vision insurance

Paid time off and company holidays

Flexible, supportive team culture

Exposure to executive leadership and growth opportunities

Qualifications

• 3+ years in a high-level administrative, EA, or office management role.
• Active NY Notary Public Commission required.

Responsibilities

• Manage executive calendars and coordinate travel.
• Own day-to-day office operations including supplies and vendors.
• Assist with credit card reconciliation and expense reporting.

Skills

Communication

Multitasking

Detail-oriented

Education

Active NY Notary Public Commission

3+ years in a high-level administrative role

Tools

Microsoft Office Suite

Cloud-based tools

Job description

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AutoMotion Parking Systems provided pay range

This range is provided by AutoMotion Parking Systems. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$50,000.00/yr - $70,000.00/yr

Direct message the job poster from AutoMotion Parking Systems

Construction Project Manager | Finance & Ops Strategist | Driving Results in Buildouts, Budgets & Business Intelligence

About AutoMotion Parking

AutoMotion Parking is redefining urban mobility with next-generation mechanical and automated parking systems. Partnering with top-tier developers, contractors, and property owners across the New York metro area, we design, supply, and install space-saving, revenue-generating parking solutions. As our footprint expands, we’re looking for a high-performing Executive Assistant / Office Manager to support our leadership team and help keep the engine running smoothly.

Who We’re Looking For

We need someone who thrives under pressure, juggles competing priorities with ease, and brings both structure and adaptability to the table. This role requires someone who can take initiative while still following direction, speak up with solutions, and hold down the fort without needing hand-holding. If you're the kind of person who sees a problem and fixes it before being asked, we want to talk.

Key Responsibilities

Executive & Administrative Support

• Manage dynamic executive calendars, coordinate travel, and schedule high-level meetings.
• Draft executive correspondence, presentations, agendas, and summary reports.
• Maintain organized, confidential corporate files and records.
• Serve as a gatekeeper for internal and external communications.

Office Operations Management

• Own day-to-day office operations including supplies, vendors, and facility coordination.
• Process incoming mail: scan, file, categorize, and route appropriately.
• Maintain organized digital and physical filing systems (contracts, insurance, compliance, etc.).
• Handle check deposits via secure online platforms and track transactions diligently.
• Coordinate light IT support and maintain continuity of business systems.

Financial & Compliance Support

• Assist with credit card reconciliation, invoice tracking, and expense reporting.
• Help manage business licensing, insurance renewals, and compliance tasks.
• Notarize documents in-house (contracts, affidavits, agreements).

Project Coordination & Communication

• Support project documentation, timelines, and administrative tracking.
• Maintain well-organized project folders and records across all phases.
• Act as liaison between executives, vendors, clients, and internal teams — ensuring timely follow-ups and clear communication.

Qualifications

Required:

• Active NY Notary Public Commission
• 3+ years in a high-level administrative, EA, or office management role
• Proven ability to multitask and prioritize in a fast-paced setting
• Excellent written and verbal communication skills
• Detail-obsessed and systems-driven
• Proficient with Microsoft Office Suite and cloud-based tools
• Experience with online banking and remote check deposits

Preferred:

• Background in construction, engineering, real estate, or related industries
• Familiarity with AIA requisitions or construction documentation
• Comfort with platforms like ClickUp, Asana, or Monday.com
• Experience using AI tools (e.g., ChatGPT, Microsoft Copilot) to boost efficiency

What We Offer

• Competitive salary, based on experience
• Health, dental, and vision insurance
• Paid time off and company holidays
• Flexible, supportive team culture
• Exposure to executive leadership and growth opportunities
• The chance to play a key role in a fast-growing company shaping the future of urban infrastructure

Schedule:

• Full-time, Monday to Friday, 8-hour shift
• In-person only (West Hempstead, NY 11552)

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

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