Executive Assistant

POSITION OPENING

Executive Assistant

Our Client | Westchester County, NY

This search is being conducted exclusively by Madison Approach Staffing, Inc. To be considered, please submit your resume directly to Madison Approach.

At a Glance

Location: Westchester County, NY | Hybrid: 2 days in-office / 3 days remote

Schedule: 7:00–8:00 AM start / 4:00–5:00 PM end, flex within that range; occasional overtime as needed

Compensation: $85,000–$95,000 annually

Benefits: Medical insurance + 401(k)

Experience Required: 10+ years as an Administrative or Executive Assistant

Industry Preference: Real estate, construction, or development strongly preferred

The Opportunity

Our Client is a boutique development management firm based in Westchester County, NY. The firm serves developers, building owners, and contractors on complex real estate projects across New York City and the region — from ground-up residential towers to landmark adaptive reuse conversions.

The firm is growing. As the Founder and President focuses on business development, strategic client relationships, and high-stakes project oversight, he needs a right-hand person who can run his world — professionally and, on occasion, personally.

This is not a stepping-stone role. It is a career position for someone who genuinely loves the craft of supporting a high-performing executive, takes pride in seamless execution, and understands that great administrative work is its own form of leadership.

What You'll Do

Approximately 80% of your time will be dedicated to professional support; approximately 20% to personal tasks for the executive. You will be the person the principal relies on to make sure nothing falls through the cracks — and everything runs on time.

Correspondence & Communications

Monitor, triage, and manage executive email with strong judgment about urgency and priority
Draft, edit, and send professional correspondence on behalf of the executive
Serve as a calm, professional point of contact for clients, partners, and vendors

Calendar & Schedule Management

Manage multiple complex calendars — internal, client-facing, and personal
Coordinate meetings, calls, site visits, and travel logistics with accuracy and anticipation
Anticipate conflicts and proactively resolve them before they become problems

Administrative & Project Support

Prepare, format, and proofread documents, reports, proposals, and presentations
Maintain organized digital filing systems, contracts, and correspondence records
Track action items, follow up on outstanding commitments, and keep the executive on task
Support business development activities, including research and outreach coordination
Assist with expense tracking and reporting

Personal Support (~20%)

Manage personal scheduling, appointments, travel, and errands as directed
Handle sensitive personal matters with complete discretion and confidentiality

Who You Are

We are looking for someone who Gets it, Wants it, and has the Capacity to do it.

You are a career administrative professional. This is your vocation — not a bridge to something else.
You have exceptional judgment and can assess the urgency and importance of a situation without being told.
You are proactive, not reactive. You anticipate what's needed and act before being asked.
You are discreet. You understand that trust is everything in a boutique firm.
You are organized to the point of precision — nothing slips, nothing is forgotten.
You thrive in a fast-paced, entrepreneurial environment and can pivot gracefully when priorities shift.
You communicate clearly, professionally, and concisely — in writing and in person.
You don't need to be micromanaged. You take ownership of your responsibilities and deliver.

Qualifications

10+ years of experience as an Administrative Assistant or Executive Assistant — required
Prior experience in real estate, construction, development, or a related field — strongly preferred
Advanced proficiency in Microsoft Word and Excel — required
Familiarity with Google Suite (Docs, Calendar, Gmail); note: firm is transitioning to Microsoft 365
Comfortable with Adobe Acrobat / PDF tools
Working knowledge of or genuine curiosity about AI productivity tools (e.g., Claude, ChatGPT, Copilot)
Exceptional written and verbal communication skills
Demonstrated ability to handle confidential information with absolute discretion
Reliable transportation and ability to commute to the Westchester office 2 days per week

Why This Role

Our client is an award-winning boutique firm with a 100% repeat client and referral rate. You will work directly with a founder who values his team, sets a high bar, and recognizes and rewards the people who help him succeed. If you are looking for a long-term home where your contributions are visible, your judgment is trusted, and your skills are genuinely valued — this is that place.