Executive Assistant

About Us:

EP Design Services is part of a leading real estate development firm specializing in multifamily, mixed-use, residential, retail, and commercial development.

Candidate will work full-time Monday-Friday in our creative office located in Piscataway, NJ.

Position Summary:

We are seeking a skilled Executive Assistant with 5–10 years of experience to join Edgewood Properties Design Services (EPDS), our integrated architecture, engineering, interior design and development team.

This role involves supporting and organizing various systems and programs used within the EPDS group as well as interfacing with other corporate systems.

The ideal candidate is a highly organized self-starter who is willing to tackle new challenges, processes, and software. This is a hands-on role in a growing department within a growing company.

Responsibilities:

• Support EPDS
  • Transcribe, review, and prepare communications on behalf of the Director of EP Design
  • Other miscellaneous general administrative and customer service work as needed to include filing, phone calls, spreadsheet tracking, and written correspondence.
  • Assist residential communities as needed.
  • Assist in the identification and purchase of appropriate employee relations gifts
  • Coordinate lunch and learns
• General letter writing
  • Create draft and final letters in response to building and planning department comments
  • Letters will be based on architects’ and engineers’ input and markups.
• Work Orders: 
  • Create work orders for tracking, managing, and approving work done by 3^rd party architects, engineers, drafting services, and digital artists.
  • Confirm work is delivered.
  • Review with manager to ensure work was completed
  • Verify work order pricing matches invoice pricing.
  • Prepare invoices for final approval and payment.
• Professional Services Contracts
  • Collect and document professional service contracts from service firms
  • Maintain records of contract history and performance
  • Maintain tracking system with any and all open items
• Time Keeping
  • Assist in the upkeep and maintenance of time keeping system
  • Remind staff of deadlines for time keeping entry
  • Synchronize time keeping information with corporate records
• Reports
  • Run weekly contract status reports showing progress and profitability of in-process jobs
  • Run weekly time keeping reports
  • Run closed loop reports
  • Create and maintain vendor performance reports
• Billing and budgets
  • Ensure timely synchronization between time keeping system and corporate billing system
  • Track billing to jobs, vendors, and other corporate entities
  • Maintain monthly, quarterly, and annual budget comparisons
  • Support the creation of annual budgets
    
    

Requirements & Qualifications:

• 5–10 years of professional experience.
  • An understanding of architectural, civil engineering, or interior design process is a plus.
• Proficient in MS Outlook, Word, Excel, Project, and Adobe
• Organized and detail-oriented
• Analytical thinking skills
• Ability to pay attention to detail
• Ability to multitask
• Time-management skills
• Excellent written and verbal communication skills
• Basic knowledge of Data Entry skills
• High school diploma required
• College degree preferred but not necessary
• Willingness to learn new skills and software systems is a plus

In return, we offer competitive compensation, along with comprehensive benefits, including medical and dental and vision benefits,

life insurance, a 401(k) with company match and a corporate team environment with opportunity of advancement. Also includes on-site company fitness gym, discounts on housing and home appliances.  

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.