EXECUTIVE ASSISTANT TO BUSINESS OWNER

EXECUTIVE ASSISTANT TO BUSINESS OWNER XPS XPRESS NYC LLC

Garfield, NJ Job Details Full-time $40,000 - $60,000 a year 3 hours ago Benefits Paid time off Opportunities for advancement Flexible schedule Qualifications Confidential information handling Filing Executive administrative support English Driver's License Attention to detail Delegation Full Job Description About the Role We are seeking a highly organized, proactive, and experienced Executive Assistant to support the owner of multiple growing businesses in the construction, flooring, distribution, and retail industries. This is not a traditional administrative role, and it is not a position for someone who waits for instructions. The owner is a high-performing salesperson and entrepreneur who manages a large volume of customers, projects, employees, and opportunities. The challenge is not generating business — it's ensuring that every opportunity, commitment, estimate, invoice, follow-up, and task is properly organized, delegated, and completed. Your job is to help make that happen. You will act as the owner's right hand, helping manage priorities, eliminate distractions, capture important information, ensure follow-through, and keep both business and personal responsibilities organized. The right candidate is highly proactive, confident, resourceful, and comfortable taking ownership. What You'll Do Manage the owner's calendar, appointments, meetings, and daily schedule Organize and prioritize emails, communications, and follow-up tasks Screen calls and communications when appropriate Protect the owner's time by reducing distractions and routing routine matters to the appropriate team members Capture customer requests, commitments, and action items generated through daily conversations and phone calls Ensure estimates, invoices, follow-ups, and customer commitments are assigned and completed Coordinate with employees and follow up on delegated tasks Track deadlines, projects, and outstanding action items Assist with social media and marketing coordination Run occasional business and personal errands Coordinate appointments, inspections, registrations, and administrative responsibilities Maintain organized records, files, and documentation Assist with both business and personal scheduling and organization Accompany the owner to meetings, job sites, or local business locations when needed The Purpose of This Position The purpose of this role is not simply to manage a calendar. The purpose of this role is to maximize the owner's effectiveness by ensuring his time is spent on activities that generate revenue and grow the business.

The ideal candidate constantly asks:

"Does this actually require the owner's involvement?" If the answer is no, they take ownership of the task, delegate it appropriately, or create a process to ensure it gets completed. Success in this role means fewer missed opportunities, better follow-through, improved organization, and more time spent on high-value activities. Who We're Looking For Minimum 2 years of Executive Assistant, Personal Assistant, or relevant experience supporting an executive, entrepreneur, founder, or business owner Exceptional organizational skills and attention to detail Strong written and verbal communication skills Ability to prioritize and manage multiple responsibilities simultaneously Excellent follow-up and accountability skills Strong problem-solving ability and good judgment Comfortable making decisions without constant supervision Professional, dependable, and trustworthy Comfortable handling confidential business and personal information Comfortable working with strong personalities and direct communication styles Not easily rattled by a fast-paced environment Able to take initiative and solve problems independently This Role Is NOT For You If You prefer waiting for detailed instructions before taking action You struggle with follow-up or accountability You are uncomfortable managing multiple priorities at once You prefer highly structured corporate environments You are easily overwhelmed by a fast-moving workplace Preferred Qualifications Experience supporting entrepreneurs, founders, or small business owners Experience managing email, calendars, customer communications, and project follow-up Experience coordinating multiple moving parts in a fast-paced business environment Bilingual (English/Spanish) is a plus but not required Requirements Valid driver's license and reliable transportation Ability to work primarily from our Garfield, NJ location Willingness to occasionally assist with matters outside normal business hours Ability to maintain confidentiality and professionalism at all times Growth Opportunity This role offers significant growth potential for the right candidate. As our businesses continue to grow, additional responsibilities and advancement opportunities may become available. To Apply Please submit your resume along with a brief introduction explaining your experience supporting executives, entrepreneurs, or business owners.

Pay:

$40,000.00 - $60,000.00 per year

Benefits:

Flexible schedule Paid time off Application Question(s): Tell us about a time you identified a problem, took ownership without being asked, and successfully solved it. Have you previously supported a business owner, entrepreneur, founder, or executive? Are you comfortable working in a fast-paced environment where priorities can change quickly? Do you have reliable transportation and the ability to work primarily from Garfield, NJ? Describe a time you had to hold a manager, executive, or business owner accountable to a deadline or commitment. How many years of Executive Assistant or Personal Assistant experience do you have?

Work Location:

In person