Executive Assistant to Owner | Architecture & Construction Firm

FlexStaff; Rockville (MD); On-site; USD 50,000 - 75,000; Full time

Job summary

FlexStaff is seeking an Executive Assistant to provide administrative and organizational support to Owner and Senior Executives for a design-build architecture and construction client based in Nassau County, NY.

In this role you will handle scheduling, communication management, travel arrangements, and office operations while representing the Principal with professionalism and discretion. You will safeguard sensitive information and support daily operations and special projects.

Qualifications

• Previous experience in administrative support, office coordination, or reception.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Outlook, Teams, and standard office equipment.
• Ability to maintain confidentiality and professionalism at all times.
• Strong customer service and problem-solving skills.

Responsibilities

• Manage daily office operations and ensure procedures are followed.
• Answer phones, greet visitors, and direct inquiries appropriately.
• Maintain calendars, schedule appointments, and coordinate meetings and TEAMS invites.
• Assist the Owner/Principal with daily scheduling and meeting reminders.
• Coordinate Lunch & Learns and track required CEUs.
• Handle incoming and outgoing mail, packages, faxing, copying, filing, and correspondence.
• Maintain Outlook contacts, employee directories, and office records.
• Prepare meeting minutes, mail merges, and general correspondence.
• Monitor office supplies, place orders as needed, and verify deliveries.
• Coordinate travel and accommodation arrangements.
• Troubleshoot basic computer issues and communicate with vendors/IT support.
• Maintain office equipment and report any maintenance or repair needs.
• Keep the reception area and office space clean, safe, and organized.
• Open and close the office securely each day.
• Support special projects and other administrative tasks as assigned.

Skills

Organizational skills

Multitasking

Verbal and written communication

Confidentiality

Customer service

Problem-solving

Team coordination

Tools

Microsoft Outlook

Microsoft Teams

MS Office

Job description

FlexStaff is seeking an Executive Assistant to provide administrative and organizational support to Owner and Senior Executives for a design-build architecture and construction client based in Nassau County, NY.

In this role you will handle scheduling, communication management, travel arrangements, and office operations while representing the Principal with professionalism and discretion. You will safeguard sensitive information and support daily operations and special projects.