Executive Assistant

Long Island City, NY

Full Time

Finance and Accounting

Mid Level

About E-J:
The E-J Group is active in all facets of electrical contracting, bringing experience, expertise, and a national reputation to projects that range in size up to more than $1 billion. With over 4,500 employees across 33 offices nationwide, E-J delivers full-service electrical solutions for mission critical / data centers, rail systems, transit facilities, office buildings, hospitals, power generation, substations, transmission and distribution, renewables, co-generation facilities, roadway and outdoor specialty work, airports, industrial facilities, chip plants, universities, sports stadiums, extra high voltage distribution, utility, and gas infrastructure. At E-J, three generations of family expertise have built an organization that combines practical knowledge with modern technological innovation, providing rapid and efficient solutions for today’s lighting, power, energy, and communication needs. E-J has over 125 years of reputation for integrity, quality, and exceptional service in the electrical field. To learn more, visit www.ej1899.com.

Title/Role: Executive Assistant
Division: Finance & Accounting
Location: Long Island City, NY
Reporting to: Chief Financial Officer (CFO)

Position Summary:
Our finance team is seeking an Executive Assistant (EA) to support the CFO with strategic calendar and schedule management, travel planning, email management, and communication as well as data tracking and reporting and project execution. The EA will maintain a highly organized, proactive scheduling system that keeps the CFO focused on high-value work. Success in this area means a well-structured calendar, clear priorities, and zero avoidable scheduling conflicts. As the EA, you will help ensure the CFO's inbox is organized, prioritized, and managed strategically. You are also responsible for ensuring that internal and external obligations and projects stay on track and you will handle recurring and ad hoc projects as directed by the CFO. The EA ensures that the CFO has visibility on all the deliverables of the Finance, Accounting, Treasury, Tax, Payroll and Financial Planning & Analysis (FP&A) departments and maintains project trackers and raid logs where necessary. In this key support role in finance, you will also maintain recurring reporting and dashboards, ensuring that leadership has clear visibility into key performance metrics.

Responsibilities (include but are not limited to):

Maintaining a structured calendar using block scheduling principles and ensuring meetings are scheduled appropriately with minimal conflicts
Reviewing the calendar 24 - 48 hours ahead and proactively adjusting as needed and coordinating travel arrangements and professional events well in advance
Reviewing and triaging incoming emails, drafting responses, and delegating communications when appropriate
Providing weekly summaries highlighting priorities, deadlines, and emerging issues
Tracking assignments and projects delegated by the CFO and maintaining a task dashboard with deadlines and priorities for the CFO and the Finance and Administration direct reports
Following up with team members to ensure progress and ensuring projects are completed accurately, on time, in full
Handle expense tracking and administrative financial tasks, and support in office management, including coordinating mail, department events and supplies
Liaise with Accounting and FP&A in maintaining dashboards and providing hard copies of key reports as requested
Prepare PowerPoint and Excel documents for executive, management and board meetings
Prepare weekly check-in reports for the CFO
Special projects as required

What We're Looking for:

Minimum 5+ years of experience as an Executive Assistant, Legal Assistant, or Administrative Professional
Bachelor’s Degree required
Experience in a multi-entity contractor, construction environment or manufacturing setting preferred
Exceptional organizational skills and attention to detail
Strong written and verbal communication skills
Ability to anticipate needs and prioritize competing demands in a fast-paced environment
Outstanding ability to navigate all aspects of Microsoft Office, including Copilot
Experience with scheduling platforms, task scheduling tools, dashboards, and AI agents

Advantages of Working at E-J:

Leading Electrical Contracting Organization in New York City
Oldest family-owned and operated electrical contractor since 1899
JIB IBEW Local 3 benefits
Job training and mentorship
Rewarding project experience
Medical, dental, vision, and a 401K plan
Paid holidays and vacation
Tuition Reimbursement Program
Team-oriented company culture
History of employment longevity
Convenient and central office locations near public transit

Salary Range: $90k - $120k/year

The E-J Group is an Equal Employment Opportunity Employer and ensures equal employment opportunity for all persons without discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, marital status, citizenship, or any other characteristic protected by law.

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