Administrative Support Coordinator

Company DescriptionIsland Facades (IF) and Island Exterior Fabricators (LLC) operates as a privately owned practice specializing in the delivery of bespoke, high-performing prefabricated facade systems. Our 50-acre manufacturing campus is headquartered in Calverton, New York, and supported by design and engineering offices in Manhattan, Boston, Minnesota and Hartford.Our organization is fully self-sustained, supported by state-of-the-art equipment and facilities that enable us to deliver a high-quality product. Our production capabilities, installation network, and bonding capacity allow Island to complete large-scale, complex projects in a timely, efficient manner.Job Summary: We are looking for a highly organized and adaptable Administrative Support Coordinator to provide administrative; travel, event, and communications support across our organization. This role is ideal for someone who enjoys variety, works well across teams, and can manage changing priorities while keeping details and follow-up on track.What you’ll do: Provide administrative support to leadership, departments, and multiple office locations.Coordinate calendars, meetings, documents, follow-up, and general administrative needs.Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.Coordinate client and visitor meetings, conference rooms, transportation, and onsite logistics.Support company communications, including CEO announcements, event invitations, reminders, and other internal communications.Assist with company events, holiday activities, vendors, communications, and logistics.Coordinate office supplies, business shipments, and other cross-office needs.Provide reception coverage and general office support when needed.Support media and communications activities as assigned.Maintain flexibility to support executive leadership travel, and event needs outside standard hours when necessary.Skills:Strong written and verbal communication skills.Experience coordinating meetings, travel, events, or office activities.Proficiency with Microsoft Outlook, Word, PowerPoint, and Excel.Strong attention to detail, follow-through, and professional judgment.Comfortable working across departments and supporting multiple leaders.Experienced in scheduling and coordinating meetings using Microsoft Teams and Zoom, with strong communication skills across teams and locations.Proficient phone and communication skills, with a professional approach when welcoming and assisting visitors, clients and employees.Ability to adjust quickly as business priorities change.

Minimum Qualifications

2+ years of experience in administrative support, office coordination, executive support, communications, or a related role.Strong organizational skills with the ability to manage multiple priorities.Salary Range: $27.00-$34.00/hourly

Location: Calverton, NYSchedule: Office Based, Monday - Friday, Flexible hours based on business needs

Benefits

401(k) matching, AD&D insurance, Dental insurance, Flexible schedule, Flexible spending account, Health insurance, Health savings account, Short Term Disability, Life insurance, Paid time off, Professional development assistance, Vision insurance.ADA Requirements: The position requires the ability to sit or stand for extended periods while using a computer, along with sufficient manual dexterity to operate computers, mobile devices, and related IT equipment. The role may occasionally involve lifting or moving equipment weighing up to 25 pounds, as well as bending, crawling, or climbing—such as accessing under desks or server racks. Candidates must possess the ability to concentrate, troubleshoot, and solve problems in a fast-paced environment, demonstrating strong verbal and written communication skills. The role also demands effective task prioritization, management of multiple simultaneous support requests, and a capacity to quickly learn and adapt to evolving technologies and tools.Island Facades LLC and Island Exterior Fabricators LLC is an equal-opportunity employer. We offer a welcoming and inclusive environment. All applicants are considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.Notice to Staffing AgenciesIsland Facades LLC and Island Exterior Fabricators LLC and its subsidiaries will not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to Island, including unsolicited resumes sent to an Island mailing address, fax machine or email address, directly to Island employees, or to Island's resume database will be considered Island property. Island will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume.