Executive Operations Assistant

DZConneX Solutions Ltd; City of Middletown (NY); On-site; USD 55,000 - 83,000; Full time

Job summary

Day & Zimmermann is seeking an Executive Operations Assistant to support the President and leadership team. You will manage calendars, coordinate meetings, travel, and executive communications, and prepare reports, presentations, and correspondence with precision.

You’ll track deadlines, handle sensitive information with discretion, and oversee large-scale events from planning to on-site execution, including budgets, vendors, and registrations.

Qualifications

• H.S. Diploma or GED required.
• AA or BA/BS preferred.
• 5+ years of executive administrative or operations support experience.
• Experience supporting senior executives in a fast-paced environment preferred.
• Experience with event planning, logistics, or facilities coordination preferred.
• Must possess a valid REAL ID-compliant driver’s license or current passport.
• Background screening is required for all candidates.

Responsibilities

• Manage the President’s calendar, priorities, and daily office operations.
• Coordinate meetings, travel, and executive communications.
• Prepare reports, presentations, and correspondence.
• Track deadlines and ensure timely follow-ups on key initiatives.
• Coordinate booth setup, staffing, and materials for major conferences.
• Oversee office/scheduling and vendor payments.

Skills

Organizational skills

Attention to detail

Discretion

Communication

Independent work

MS Office

Education

H.S. Diploma or GED

AA/BA preferred

Tools

Microsoft Office

Administrative systems

Job description

This is more than an administrative role,it’s a critical position at the center of operations. As anExecutive Operations Assistant, you’ll play a key role in enabling leadership success by anticipating needs, streamlining processes, and ensuring every detail is executed with precision.

As the Executive Operations Assistant here's the work you’ll do:

• Manage the President’s calendar, priorities, and daily office operations.
• Coordinate meetings, travel, and executive communications.
• Prepare reports, presentations, and correspondence.
• Track deadlines and ensure timely follow-ups on key initiatives.
• Serve as a primary point of contact for internal and external stakeholders.
• Plan and execute large-scale events, including executive summits and industry conferences (e.g., AUSA).
• Manage logistics such as venues, vendors, materials, shipping, and on-site coordination.
• Oversee event budgets and registration processes.
• Coordinate booth setup, staffing, and materials for major conferences.
• Manage office and conference room scheduling and assignments.
• Coordinate with property/facilities management vendors.
• Oversee office supplies, equipment, and general workplace operations.
• Support vehicle coordination and internal office logistics.
• Process expense reports and manage P-card allocations.
• Handle invoices, subscriptions, and vendor payments.
• Support budgeting and tracking for events and operational activities.

This role is for you if you have these skills:

• Exceptional organizational and multitasking abilities.
• Strong attention to detail and ability to manage competing priorities.
• Ability to handle sensitive information with discretion.
• Excellent written and verbal communication skills.
• Strong problem-solving skills and ability to work independently.
• Proficiency in Microsoft Office and administrative systems.

And if you have these qualifications:

• H.S. Diploma or General Education Degree (GED) Required.
• Associate’s Degree (AA) Preferred ORBachelor’s Degree in Arts/Sciences (BA/BS) Preferred.
• 5+ years of executive administrative or operations support experience.
• Experience supporting senior executives in a fast-paced environment Preferred.
• Experience with event planning, logistics, or facilities coordination Preferred.
• Experience working with property/facilities management vendors Preferred.
• Must possess a valid REAL ID-compliant driver’s license, which includes the gold or black star in the upper corner OR current passport, indicating it is federally compliant.
• A positive attitude and the ability to collaborate with team members is essential for contributing to a cohesive work environment.
• Successful completion of a background screening process is mandated for all candidates.

Candidates may be required to satisfy additional job-related requirements, including those established and controlled by third parties, as part of the selection process.

In compliance with this state’s pay transparency laws,the salary range for this role is $55,040-$82,560.This is not a guarantee of compensation or salary, as final offer amount may vary based on factors including but not limited to experience and geographic location. (The specific programs and options available to an employee may vary depending on date of hire, schedule type, and the applicability of collective bargaining agreements)

We care about our employee's and it shows!

To ensure a safe work environment while meeting the physical demands of the job, you must be able to perform the following physical and mental tasks, with or without a reasonable accommodation:

• Visual acuity (e.g., needed to prepare and analyze data, to transcribe documents, to view a computer, to read, to inspect objects, to operate machinery.
• Balancing (e.g. maintaining equilibrium when walking, climbing, crouching, etc.)
• Stooping (e.g. bending the spine at the waist)
• Reaching (e.g. reaching the arms or legs in any direction)
• Lifting motion or lifting objects more than 15 pounds
• Walking
• Repetitive motion of any part of the body
• Kneeling, crouching or crawling
• Pushing or pulling (e.g. using a part of your body to press against something in a downward or outward direction or in a dragging or hauling motion)
• Manual Dexterity (e.g. picking, pinching, typing, or other working that uses fingers)
• Grasping (e.g. use of hand to apply pressure)
• Feeling (e.g. perceiving an object’s size, shape, texture, etc.)
• Climbing (e.g. ascending/descending ladders, stairs, scaffolding, ramps, pole, etc. using feet and legs and hands/arms to climb)
• Hearing
• Talking
• Capacity to think, concentrate and focus for long periods of time.
• Ability to read complex documents in the English language.
• Capacity to reason and make sound decisions.
• Ability to write complex documents in the English language.
• Capacity to express thoughts orally.
• Expertise in: EXCEL, WORD, CADD (Revit/Bentley)
• Ability to wear a mask, respirator, bullet proof vest, or other equipment.
• Ability to regularly perform all job functions at Company’s office or worksite.
• Ability to withstand environmental conditions (e.g. extreme heat or cold, grass, wind, sand, fumes, odors, gases, extreme noise, etc.)

Notices to Applicants
For California applicants, qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. All of the material job duties described in this posting are job duties for which a criminal history may have a direct, adverse, and negative relationship potentially resulting in the withdrawal of a conditional offer of employment.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Diversity, Inclusion & Equal Employment Opportunity
Day & Zimmermann is committed to maintaining an inclusive workforce, where employees are hired, retained, compensated and promoted based on their contributions to our Company. Our collective strength is rooted in over a century of diverse employees and businesses, commitment to success, and delivery on promises made. Federal and state Equal Employment Opportunity laws prohibit employment discrimination based on race, color, religion, sex, sexual orientation, age, national origin, citizenship status, veteran status and disability status. Day & Zimmermann is committed to providing an equal opportunity work environment in full compliance with these laws. If you are an individual with a disability and you require an accommodation in the application process, please email [e-mail] , and please specify which position you are interested in, including job title and location.