Executive Assistant

Who we're looking for:

We're looking to build the best teams possible with highly motivated and engaged employees. We have an exciting opportunity for an Executive Assistant to join The Douglaston Companies. If you are looking to work in a collaborative and supportive environment, but also be challenged in your role, we welcome you to apply!

Essential duties and responsibilities:

• Oversee day-to-day operations of the family office
• Provide high-level administrative and other support to the family office operations, the family principals as well as to the wider family when necessary
• Serve as the primary point of contact between Principals, Executives, Board Members and internal/external stakeholders
• Prepare sophisticated agendas, documentation and minutes/records of meetings as required; distribute notes from board meetings as required

• Coordinate board meetings, retreats, and special events
• Ensure timely distribution of board materials and follow-up on action items
• Maintain board governance documents and records

• Manage complex calendaring and scheduling, anticipating conflicts and prioritizing effectively
• Act as a gatekeeper to the Principals and Board Members, protecting their time, information and exposure
• Coordinate personal appointments and commitments
• Coordinate meetings and calls, often over several time zones
• Manage domestic and international travel arrangements with meticulous attention to detail, including flights, ground transportation, lodging, dining and other activities
• Prepare and organize materials for meetings, presentations, and board interactions
• Draft and edit correspondence, reports, and communications
• Manage special projects and personal interests as directed

• Carry out research for the principals and family members
• Manage ad-hoc projects as and when required by the family
• Maintain philanthropic and other gift records
• Maintain strict confidentiality and discretion with all matters relating to personal and office related matters
• Process expenses, invoices, and financial documentation
• Maintain filing systems and organizational protocols
• Other duties as assigned

Qualifications, Skills, and Abilities:

• 7-10+ years supporting high-level executives
• Demonstrated experience interfacing with senior leadership and board members
• Background in real estate, finance, or family office environments preferred

• Exceptional written and verbal communication abilities
• Advanced proficiency with Microsoft Office suite and digital productivity tools
• Strong project management capabilities
• Ability to anticipate needs and implement solutions proactively

• Uncompromising integrity and discretion
• Calm demeanor under pressure
• Sophisticated interpersonal skills
• Impeccable judgment, decision and problem-solving abilities
• Flexibility to adapt to changing priorities and schedules
• Takes initiative to manage workload and address needs
• Comfortable with complexity/ambiguity
• Efficient time manager
• High degree of resourcefulness
• Adaptable and ability to manage multiple tasks

What else can you expect from The Douglaston Companies?

• Health: We proudly offer a full suite of health benefits! Thats medical, dental, vision, FSA, HSA, and even pet insurance for your furry family, to name a few. We also provide Life Insurance employer paid (basic with option to purchase more), Enhanced Short-Term Disability and Long-Term Disability coverage!
• Wealth: Competitive  pay, 401(k) plan with a very generous employer match and vesting schedule because your retirement is just as important to us as it is to you!
• Development: virtual courses, tuition reimbursement, lunch and learns and wellness programs.
• Balance: paid time off, 9 company holidays, hybrid work schedule with 4 days in the office and 1 remote (subject to your location and role). We offer a fun-fast paced culture that’s a perfect mix of high performance.

Salary Range:

• $90,000 - $110,000

Who we are:

Douglaston Development, Levine Builders, and Clinton Management are a dynamic privately held group of companies with a unique owner-builder-manager advantage, known collectively as The Douglaston Companies.

The Douglaston Companies started with the founding of Levine Builders in 1979 with just two people. Standing by our core values of integrity and ethics for the past four decades the firm has grown to 200 employees. By providing general contracting and construction management services, Levine Builders has built, renovated and rehabilitated thousands of residential units and millions of square feet of commercial, hotel, office buildings, retail centers, religious, educational, and healthcare facilities.

With the later establishment of Douglaston Development as the driving engine of the organization, the two companies worked in unison to leverage each others expertise to develop and build most complex projects while also growing and thriving in challenging markets.

In 2002, Clinton Management was founded to manage the expanding portfolio of developments created by Douglaston Development and constructed by Levine Builders. Clinton Management oversees a broad portfolio of moderate-income housing, luxury apartments, commercial, and retail properties.

Each affiliate company works together to cohesively acquire property, develop it to its full potential, and manage it efficiently, assuring that each investment achieves and maintains maximum value and profitability while strengthening the community in which the assets are located.