Career Group is hiring: Executive Assistant in New York

Overview

Our client, a family office overseeing a profile of mixed-use real estate and investment, is seeking an Executive Assistant to oversee their New York office with administrative, office operations, and payroll, and HR functions.

Base pay range

$75,000.00/yr - $100,000.00/yr

Salary: 75-100k base range + bonus + benefits + 401k match

Location: Onsite Monday – Friday in Midtown office

Core hours: 8:00-5:30pm

Responsibilities

• Oversee day-to-day office operations including mail handling (physical and certified), filing systems, supplies inventory, and vendor coordination.
• Manage the President’s professional and personal calendar, scheduling, and travel arrangements
• Draft and submit executive expense reports and vendor payments as needed
• Serve as point of contact for 32BJ union-related payroll processes and ensure compliance with the collective bargaining agreement (CBA).
• Process weekly union and non-union payroll through ADP, including PTO tracking, wage adjustments, benefits changes, and employee bonuses.
• Maintain accurate employee files, wage notices, onboarding/offboarding logs, and benefit enrollment records.
• Assist with day-to-day financial processes including invoice approvals, bank reconciliation, expense tracking, check deposit, and recording across several entities.
• Maintain clean and accurate records in QuickBooks and Google Drive; coordinate monthly document hand-off with external accountants.
• Monitor banking activity and support ad-hoc reconciliations, ACH approvals, and check processing.

Requirements

• 5+ years of experience
• Experience and familiarity with union payroll strongly preferred
• Highly detailed, self-starter, and organized
• Techy savvy: experience with QuickBooks, ADP, and Google Workspace is a huge plus