Company Overview

The I-Grace Company is a leader in luxury residential construction, renowned for delivering exceptional craftsmanship and service across complex, high-end projects. For over three decades, we’ve partnered with discerning clients, architects, and designers to bring visionary homes to life. Our commitment to excellence, integrity, and collaboration defines who we are and the work we do.

Position Overview

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
Comfortable operating in a high-performance, in-person environment
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

WORK CONDITIONS

Full-time, in-office role (5 days per week) based in Long Island City, New York
Exposure to a fast-paced executive environment requiring responsiveness and adaptability
Occasional need for schedule flexibility to support business and travel demands, including occasional after-hours support across time zones.

Compensation & Benefits

$75,000 - $85,000, commensurate with experience
Comprehensive company benefits package offers:
Health insurance - medical with virtual visits and health advocate availability, dental and vision
401(k) with company match
Generous paid time off
Professional development opportunities
Accident, Critical Illness and Hospital Indemnity Insurance available
HSA & FSA
$50,000 worth of employer paid life insurance Optional
Legal Plan benefits
Identity & Fraud benefits
Pet Solution benefits
Employee referral bonus
Employee Assistance Program
Home & Auto discounts and more!
Opportunity for professional growth within a high-end, design-driven construction firm

Please Note: This position is NOT eligible for visa sponsorship.

At I-Grace, you’ll have the opportunity to collaborate with a talented team, and contribute to the success of an established leader in luxury residential construction. If you’re a strong administrative professional looking for your next challenge, we invite you to apply today.

I-Grace

Vacatures

Administrative Assistant