Executive Assistant (Full Time)

We are seeking a proactive and highly organized Executive Assistant to provide high-level administrative and operational support to a senior executive. This role requires strong scheduling capabilities, discretion in handling sensitive information, and the ability to think critically and prioritize effectively in a dynamic environment.

The ideal candidate thrives in both remote and in-person settings, has a keen sense of urgency, and is comfortable juggling complex administrative tasks while supporting broader team functions.

Key Responsibilities:

Executive Support

• Manage complex scheduling, calendars and meeting coordination
• Act as a gatekeeper for the executive's time and information flow
• Prioritize competing demands and manage communications with discretion
• Maintain and track executive timekeeping and timesheets
• Coordinate travel arrangements

Operational Support

• Upload and manage reimbursement expenses via Monograph.com
• Support timekeeping and documentation for firmwide and/or project-based initiatives leveraging Monograph.com
• Assist with timesheet coordination across team (via internal systems)
• Provide ad hoc administrative and operational support to other team members as needed
• Conduct research on specific topics as requested by management

Office and Team Coordination

• Support internal communication and coordination across teams
• Help prepare the office for full in-person operations
• Assist with physical office management (e.g., supplies, kitchen, workspace upkeep)
• Greet and direct guests and visitors

Soft Skills & Qualifications:

• Strong written and verbal communication skills
• Critical thinking with an ability to anticipate needs and problem-solve independently
• High attention to detail and a commitment to confidentiality
• Friendly, approachable, and professional demeanor
• Comfortable working autonomously and collaboratively
• Tech-savvy and proficient in Microsoft Excel and Google Workspace (Doc, Spreadsheet, Slides)

Work Structure:

• Full-time, in-house
• Location: Remote to start, with transition to in-office in Manhattan, NY. 
• JLP+D is currently operating virtually, Monday through Friday, with occasional work outside of typical hours including evenings due to events and other project needs. It is expected that you be present in the New York City area occasionally for all-team meetings with specific dates to be determined with your supervisor.
• Ratio: Approx. 70% executive/operational admin, 30% team support and office management

About the firm:

JLP+D makes the aspiration attainable. Specializing in the economics of placemaking™, we are an industry leader in urban strategy consulting. For public, private, and non-profit clients, we advise on real estate development, economic development, land use planning, public-private partnerships, and public realm strategies. We envision, develop, and implement transformative initiatives to create more vibrant, equitable and resilient places for all. Our diverse expertise helps identify and generate untapped market demand, unlock a location’s unique potential to better attract talent and investment, and devise the governance and financing mechanisms to capture the value created, with an aim to maximize public benefits for communities. 

Visit our website: www.jameslimadevelopment.com

LinkedIn: https://www.linkedin.com/company/james-lima-planning-development

Instagram: https://www.instagram.com/jameslimadevelopment/

To Apply:

Please send the following documents as email attachments to [email protected] with “Executive Assistant - Full Name” in the subject line:

• Your resume
• A cover letter
• Sample of professional writing and communication
• A list of 3 professional references

The review of applications will be on a rolling basis, and we prioritize applications submitted before 6/20/2025.

We are looking to fill this position quickly and will notify shortlisted candidates for next steps. We look forward to getting to know you.

JLP+D provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We are committed to diversity and strongly encourage women and minority candidates to apply. 

07/01/2025