Executive Assistant

About Azark Inc.

Azarkian Architecture P.C. (AAPC) is a New York City-based architectural firm that emphasizes compliance with complex local regulations. We specialize in zoning, space planning, and architectural solutions for commercial and mixed-use developments, working closely with the NYC Department of Buildings and other agencies to ensure code adherence and secure necessary approvals. As the architectural division of Azark Inc., we provide integrated architecture, construction, project management, and compliance services under one umbrella.

Position Overview

We seek a highly organized, proactive Executive Assistant to provide comprehensive support to our principal and manage daily office functions within a busy architectural, construction, and compliance-focused environment. This role blends high-level executive assistance with office management and operational coordination across multiple active projects and departments. Candidates with experience in operations, project coordination, billing, invoicing, or administrative support in related industries like architecture, construction, or real estate are preferred.

Key Responsibilities

• Manage the principal's calendar, appointments, meetings, and daily priorities.
• Oversee daily office operations to maintain a professional and efficient workspace with strong internal coordination.
• Monitor communications including emails, phone calls, and deadlines, ensuring organized follow-ups and responsiveness.
• Draft and coordinate professional correspondence, proposals, reports, presentations, and internal documents.
• Liaise with clients, architects, engineers, contractors, consultants, and vendors on active projects.
• Track project deliverables, approvals, invoices, contracts, billing, and key deadlines across multiple assignments.
• Prepare meeting agendas, record notes, and track action items to support accountability and timely execution.
• Maintain organized digital filing systems, contact databases, and office records.
• Assist with billing, invoicing, expense reporting, purchasing, and various operational workflows.
• Handle office management duties such as supply and equipment management, mail handling, scheduling logistics, and general administrative tasks.
• Support employee onboarding, team coordination, and continuous improvement of office systems and procedures.
• Contribute to client onboarding, business development, and broader operational needs within the firm.
• Identify potential issues early, escalate appropriately, and assist in timely problem resolution.
• Utilize technology and digital tools to enhance communication, organization, reporting, and workflow efficiency.

Qualifications

• At least two years of experience in executive support, office management, operations, or senior administrative roles.
• Excellent verbal and written communication skills, with a professional, client-facing manner.
• Strong organization, diligence, and keen attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Comfort working under deadlines and managing changing priorities.
• Proficient with Microsoft Outlook, Word, Excel, Teams, and Airtable.
• Open to learning and using new technologies and software to improve operational efficiency.
• Experience in architecture, engineering, construction, real estate, or professional services preferred.
• Experience with billing, invoicing, operations, or project coordination is a strong advantage.
• Familiarity with CRM systems, project tracking, and administrative platforms is a plus.

Ideal Candidate Profile

The ideal candidate is dependable, assertive, resourceful, and technology-savvy, demonstrating strong ownership of both executive support and office operations. The person anticipates needs, follows up persistently, continuously improves processes, and helps establish structure in a fast-paced professional environment. This is a mid-level role requiring sound judgment, mature communication, and a desire to grow into expanded operational responsibilities.

Compensation & Benefits

• Annual salary ranging from $60,000 to $78,000, based on experience.
• Health, dental, and vision insurance coverage starts after 90 days of employment.
• Flexible work schedule.
• Remote work allowed one day per month.
• Paid time off available for full-time employees.
• Opportunities for professional development and advancement within the organization.

Work Location & Schedule

This is an in-person role based in our New York, NY office (ZIP 10018). The expected working days are Monday through Friday, and candidates must be able to reliably commute to the office.

Diversity & Equal Opportunity

We are committed to fostering a diverse, inclusive workplace that respects and empowers all individuals. Employment opportunities are available without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any legally protected status.

Eligibility

Applicants must be U.S. citizens, permanent residents, or have legal authorization to work in the United States.