Executive Assistant- $58,500

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 CNY-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.