Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant plays a critical support role within the Office of the CEO, ensuring the seamless execution of daily operations in a fast-paced, high-touch executive environment. Working under the guidance of the Executive Assistant, this position requires exceptional organization, discretion, and attention to detail.

This is a unique opportunity for an early-career professional to gain direct exposure to senior leadership while developing strong administrative, operational, and communication skills within a luxury residential construction environment. The ideal candidate is proactive, resourceful, and aligned with I-Grace’s commitment to professionalism, precision, and excellence.

DUTIES & RESPONSIBILITIES

Executive & Administrative Support

• Coordinate complex domestic and international travel arrangements, including itineraries, logistics, and scheduling
• Manage and reconcile expenses, including receipt tracking and reporting
• Support daily calendar management, including meetings, appointments, meals, and personal commitments
• Track incoming correspondence and emails, ensuring organization and timely follow-up
• Maintain detailed and organized records, files, and contact systems for the Office of the CEO
• Prepare materials, agendas, and logistics for meetings and internal/external events

Operational & Personal Support

• Assist with personal administrative tasks including travel logistics, appointments, residences, and related coordination, as requested
• Schedule and manage recurring services and ongoing operational needs
• Order and maintain office supplies and coordinate client and team gifting initiatives
• Maintain and update tracking lists for active priorities and deliverables

Coordination & Communication

• Serve as a liaison between the Office of the CEO, internal teams, and external partners to ensure clear and professional communication
• Support cross-functional coordination and follow-through on key initiatives
• Assist the Executive Assistant in managing priorities and maintaining operational efficiency

General Support

• Provide administrative assistance across ongoing tasks and special projects
• Handle additional responsibilities as assigned, demonstrating flexibility and responsiveness

REQUIREMENTS

• 1–3 years of experience in an administrative or assistant role, supporting senior leadership
• Exceptional organizational skills with strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite and general technical fluency
• Ability to manage multiple priorities in a fast-paced, dynamic environment
• Demonstrated discretion and ability to handle confidential information
• Strong problem-solving skills with a proactive, solutions-oriented mindset
• Professional, dependable, and committed to high standards of execution
• Interest in architecture, interior design, construction, or luxury services is preferred

IDEAL CANDIDATE

• Proactive, resourceful, and highly organized with a “no task too small” mindset
• Maintains composure and effectiveness under pressure
• Demonstrates flexibility, including occasional after-hours support across time zones
• Takes pride in delivering a seamless, polished experience for leadership and stakeholders
• Motivated to grow within an executive support or operations career path

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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