Executive Assistant - $50,000

    • Job Tracking ID: 512690-789115
    • Job Location: Auburn, NY
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: September 09, 2021
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

 

While maintaining a positive and friendly attitude, provide administrative and secretarial support to the President & CEO - but not limited to - greeting visitors and screening telephone calls; gathering data and compiling leading and lagging indicator reports; conducting projects and assignments; photocopying materials; maintaining files; ordering supplies; and issuing correspondence. The position of Executive Assistant requires - by nature of its connection to the President & CEO - involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

 

HOURS PER WEEK: Exempt

 

  • Regular hours entail 9:00am - 5:00pm, Monday - Friday
  • Must be flexible to meet program needs

 

FUNCTIONS:

 

  • Provide administrative support tasks that are highly confidential and sensitive to the President & CEO
  • Ensure agency staff have ready access to him physically and that he receive all needed information
  • Establish a collaborative and high-functioning partnership with the NYC-based Executive Assistant
  • Coordinate his calendar, scheduling meetings and readjusting as needed
  • Make travel arrangements for CEO, family, Board members and other staff; prepares itineraries; prepares, compiles, and maintains travel vouchers and records
  • Read and screen incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; triages email, handles some matters personally and forwards appropriate materials to the President & CEO and/or executive staff
  • Research, compile, assimilate and prepare confidential and sensitive documents, and briefs President & CEO regarding content
  • Prepare agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings as needed
  • Provide clerical support using Microsoft Office including Word, Excel, PowerPoint, G-Suite and Outlook applications formats documents
  • Arrange video conferencing and handle issues with such
  • Coordinate with IT to meet CEO’s tech needs
  • Be proficient in the scheduling of CEO’s medical appointments and resolve medical bill issues
  • Be primarily responsible for the processing of receipts
  • Be primarily responsible for seeking Board Chair’s approval process of CEO’s expense reports and reimbursement checks
  • Be proficient in the regular update and submission of timecards; collaborate with CEO to approve time off requests for CEO’s direct reports
  • Be primarily responsible for maintenance of all agency contracts- Handle all administrative and logistical issues involved in contract creation or renewal
  • Be primarily responsible for maintenance of our corporate records
  • Be primarily responsible for maintenance of all Operating Certificates
  • Be proficient in maintenance, administration and coordination of program purchase contracts completion and renewals
  • Be primarily responsible for maintenance of and administration of property leases
  • Be primarily responsible for the registration and compliance with all Government contract web sites
  • Drive the President & CEO as requested to various locations and meetings
  • Be proficient in the sending of Anniversary Letters on CEO’s behalf
  • Coordinate agency events at the direction of the President & CEO
  • Be proficient in the coordination and set up of All Staff Meetings, trainings presented by CEO
  • Notarize documents
  • Some travel required
  • Provide personal assistance and do errands as needed
  • Be proficient in assisting President & CEO in disseminating information in a timely manner to the Board of Trustees
  • Be proficient in the coordination and preparation for monthly Board reporting packets
  • Be proficient in the scheduling Committee meetings as assigned
  • Attend monthly Board Meetings, take and prepare minutes; prep room to host meeting
  • Serve on committees as designated by the President & CEO

 

 

Experience and Skills:

  • Associate degree required, Bachelor’s degree preferred
  • Notary license required
  • Strong administrative experience required
  • Excellent organization skills and ability to multitask and handle a fast paced environment and deal with change Must be able to complete tasks independently
  • Strong skills in Microsoft Office including Word, Excel, PowerPoint, and Outlook applications
  • Excellent communication and proven human relation skills
  • Ability to work effectively in a team context
  • Valid NYS Driver’s License
  • Ability to travel to all agency locations as required
  • Uphold a strict level of confidentiality

PHYSICAL REQUIREMENTS:

  • Ability to drive and operate a motor vehicle with passengers for at least four consecutive hours
  • Position requires frequent use of the computer
  • Ability to stand and sit during events
  • Position requires continual concentration and specific attention to detail

Benefits

As a full time benefits position, staff is eligible to enroll in medical, dental, vision, FSA, supplemental life insurance, critical illness, enhanced short-term disability, and 401(k) benefits.

We maintain a drug-free workplace and perform pre-employment drug testing.