Executive Assistant Job at Solomon Page (Brooklyn)

Executive Assistant

Solomon Page

Location:
United States , Brooklyn

Category:
Office Administration

Contract Type:
Not provided

Salary:

50.00 USD / Hour

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Job Description:

Our client is seeking a highly organized and proactive Temporary Executive Assistant to provide maternity leave coverage for a senior executive within our construction division. This role requires exceptional attention to detail, strong communication skills, and the ability to manage executive-level administrative, operational, and project-related responsibilities in a fast-paced environment

Job Responsibility:

Monitor and organize executive email, ensuring timely responses and proper follow-ups
Maintain email flagging systems and organize correspondence into appropriate folders
Update and manage the executive’s ongoing to-do list
Track urgent calls and emails, providing timely reminders
Submit monthly AmEx expense reports and car/commuter reimbursements via Concur
Prepare RFP cover sheets and tables of contents
Manage signature requests via DocuSign and coordinate approval workflows
Process and submit check requests and monthly invoices
Review and manage weekly schedules
Track deliverables and deadlines, scheduling prep meetings as needed
Conduct two-week look-ahead planning to resolve calendar conflicts
Coordinate travel arrangements (flights and accommodations)
Arrange conference room bookings and guest registrations
Coordinate team outings, networking events, and client reservations
Create job requisitions in Greenhouse and coordinate interview scheduling
Manage PTO approvals and maintain calendar visibility
Process and obtain approval for staff expense reports
Circulate weekly Power BI reports and track reallocation needs
Maintain departmental databases and organize project documentation
Collect and file Monthly Project Performance Evaluations (MPPEs)
Send team recognition announcements and reminders for reports, data dumps, coaching sessions, and evaluations
Support weekly SLT meetings by reviewing agendas and providing updates
Attend and support bi-weekly Safety Committee meetings (agenda creation, note-taking, tracking deliverables, and ordering lunch)
Coordinate monthly CLT meetings, including agenda circulation, recording setup, and distribution of meeting notes

Requirements:

Prior experience supporting senior executives, preferably within construction or a related industry
Strong proficiency in Outlook, Concur, DocuSign, Power BI, and scheduling tools
Excellent organizational, multitasking, and follow-through skills
Ability to handle confidential information with discretion
Professional communication skills and a proactive, solutions-oriented mindset

What we offer:

medical
dental
401(k)
direct deposit
commuter benefits

Additional Information:

Job Posted:
March 21, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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