Executive Assistant to CEO | Proactive, Organized & Trusted

Alliance Building Services; New York (NY); On-site; USD 38,000 - 53,000; Full time

Benefits offered by this job

Medical Insurance

Life Insurance

Dental Insurance

Vision Insurance

Paid Vacation

Paid Sick Days

Paid Holidays

Job summary

Alliance Building Services in New York City is seeking an organized executive assistant to support the CEO and team, manage calendars, coordinate communications, arrange travel, and help with presentations.

The role emphasizes discretion, multitasking ability, and proficiency in Microsoft Office and DocuSign, with a Monday–Friday schedule and comprehensive benefits.

Qualifications

• 3–5 years of experience as an Assistant or preferably in a fast-paced environment.

Responsibilities

• Calendar Management: Effectively manage the CEO’s calendar, including scheduling meetings, appointments, and events while prioritizing and handling conflicts as they arise.
• Client Communication: Act as the point of contact for clients, delivering correspondence, ensuring timely follow-up, and maintaining positive relationships.
• Travel Arrangements: Make detailed travel arrangements, including flights, accommodations, and itineraries for the CEO.
• Team Coordination: Assist in overseeing and coordinating tasks with other clerical and administrative staff as needed.
• Documentation and Reporting: Prepare, format, and proofread memos, presentations, expense reports, and emails for internal and external communication.

Skills

Calendar management

Client communication

Travel arrangements

Team coordination

Documentation & reporting

Discretion

Tools

Microsoft Office Suite

DocuSign

Job description

Alliance Building Services is one of New York City's most trusted and fastest-growing building services firms, backed by nearly 30 years of industry expertise. We are driven by a commitment to excellence, built on the pillars of professional integrity, responsive service, and a strong investment in our people. At Alliance, we believe in building lasting partnerships—not just with our clients, but with every member of our team. Our reputation for quality service and our rapid growth reflect the strength of that philosophy.

Join us and become part of a company where your contribution matters and growth is supported.

Job Skills / Requirements

Job Overview

We are seeking a highly organized and proactive Assistant to provide comprehensive

administrative support to our executive team. The ideal candidate will possess exceptional

communication skills and a strong attention to detail, ensuring that all tasks are completed

efficiently and effectively. This role is pivotal in maintaining the smooth operation of our

office and supporting various projects and initiatives.

Duties

• Calendar Management: Effectively manage the CEO’s calendar, including

scheduling meetings, appointments, and events while prioritizing and handling

conflicts as they arise.

• Client Communication: Act as the point of contact for clients, delivering

correspondence, ensuring timely follow-up, and maintaining positive relationships.

• Travel Arrangements: Make detailed travel arrangements, including flights,

accommodations, and itineraries for the CEO.

• Team Coordination: Assist in overseeing and coordinating tasks with other clerical

and administrative staff as needed.

• Documentation and Reporting: Prepare, format, and proofread memos,

presentations, expense reports, and emails for internal and external

communication.

• 3-5 years of experience as an Assistant or preferably in a fast-paced environment.

• Strong organizational skills with the ability to manage multiple tasks simultaneously.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with

DocuSign.

• Tech-savvy, with the ability to quickly learn and adapt to new tools and software.

• Excellent proofreading skills with a keen eye for detail.

• Strong customer service orientation with effective communication skills.

• Ability to work independently/multi-task in a fast-paced environment.

• High level of discretion and confidentiality.

• Ability to lift 30-50 lbs.

• Prior experience in event planning is a plus but not required.

• A proactive attitude with a willingness to learn and adapt to new challenges

Hourly: $33.00

Schedule: Monday to Friday | 8:30 AM - 5:30 PM

Additional Information / Benefits

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays