Executive Administrative Assistant

2 weeks ago

Amherst, United States Imagine Staffing Technology, An Imagine Company Full time

Nature & Scope:

Positional Overview


Are you an organized, detail-oriented professional with a passion for supporting executives and ensuring seamless operations? Join our client’s dynamic team as an Executive Administrative Assistant, where your expertise will be valued, and your contributions recognized. If you thrive in a fast-paced setting and are eager to take on new challenges, we want to hear from you. This is a full-time, fully on-site position in Amherst, NY paying up to $25/hour.


Role & Responsibility:

Tasks That Will Lead To Your Success


  • Provide support to executive team, marketing, and office services.
  • Assist and support the Office Services Manager with assignments and projects in an efficient and effective manner.
  • Preparation of correspondence, proofreading, mail distribution, managing traditional paper and/or electronic filing systems.
  • Ordering Office Services supplies and maintain inventory.
  • Coordinating and scheduling meetings.
  • Ordering and setting up lunch meetings, answering, screening, and placing telephone calls, managing calendars, ordering business cards, trade show badges, etc.
  • Processing invoices, purchase orders, expense reports (via Concur), various project work, preparation/creation of presentations, mailings, creation & management of databases and meeting minutes as necessary.
  • Coordinate meetings and travel arrangements with Travel Coordinator for flights, hotels, etc. and maintain travel itineraries.
  • Flexibility to handle various assignments and special projects as assigned by the Office Services Manager.
  • Coordinating and managing daily schedules, appointments and calendars including video conferencing.
  • Provide telephone and Office Services department coverage.
  • Open, sort, prioritize and distribute incoming mail and composing responses.
  • Managing traditional paper and/or electronic filing systems
  • Attend various meetings and provide meeting minutes for staff meetings, budget meetings, etc.
  • Assist with departmental budget monitoring, distribution of cost center reports and rebilling process.
  • Coordinate visitors to include travel arrangements, confirmation of schedules, meetings, sales meetings, and events etc.
  • Assist in coordination of on-site/off-site sales meetings (planning, catering, itineraries, travel with Travel Coordinator and attendee confirmation)
  • Assist with the development and coordination of spreadsheets, managing databases and preparing presentations.
  • Facilitate communication within departments in a professional manner.
  • Assist department managers with specialized projects, such as luncheon meetings, mailings, surveys, etc.
  • Consistency in using discretion in confidentiality and sensitivity in performing the duties of this position and representation of the executive team and Office Services team.
  • Flexibility in handling various assignments as directed.
  • Sensitivity to the impact and image projected to people internal and external.


Skills & Experience:

Qualifications That Will Help You Thrive


  • Associate or bachelor’s Degree preferred.
  • Minimum of five (5) years’ executive support experience required.
  • Ability to present, the executive team and Office Services with tact and maturity in interacting with people of all levels within and outside the company.
  • Proven ability to multi-task, provide attention to detail, take direction and flexibility in working with the Office Services Manager, Office Services and executives as a team player.
  • Well organized and able to work under tight deadlines.
  • Experience in meeting planning.
  • Ability to maintain confidentiality and high degree of professionalism.
  • Excellent communication skills verbal and written, interpersonal and phone skills needed.
  • Strong knowledge of Outlook, MS Word, Excel, PowerPoint, internet required.
  • Concur expense report system preferred.
  • Notary encouraged, and/or willing to become Notary Certified.

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