Executive Assistant/Regional Event Coordinator

1 month ago

Buffalo, New York, United States Empire State Full time
Job Summary

We are seeking a highly organized and detail-oriented Executive Assistant/Regional Event Coordinator to support the Regional Director of ESD/WNY in the administration of policies, event planning, and general business as it relates to WNY/ESD.

The ideal candidate will have 6-8 years of administrative experience, a solid knowledge of ESD/WNY Region, and excellent communication skills. They will be proficient in Microsoft Office, PPT, Excel, PDFs, Outlook, Zoom, Teams, and Webex.

Key Responsibilities:

  • Manage and track project development duties alongside the Regional Director and Deputy Director.
  • Scout locations/sites, negotiate, manage required budget for events, and vendor relationships.
  • Work on special projects with the Regional Director and Deputy Director and others as assigned.
  • Manage the daily activities of the Regional Director and Deputy Director, including travel, correspondence, schedule, phone messages.
  • Provide oversight to administrative support staff in WNY when needed.
  • Coordinate with other departments across ESDC and DED as needed to ensure proper handling of paperwork, timely payment of invoices, and other policy and procedural tasks.
  • Coordinate the preparation, proofreading, production, and distribution of reports, agendas, presentations, and other documents as needed.
  • Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, responding to general inquiries, and referring callers to the appropriate person or department.
  • Perform general administrative/secretarial duties, including typing documents, creating and maintaining file systems, scheduling meetings, keeping appointments and calendars, making travel arrangements, making copies, scanning documents, etc.
  • Arrange staff meetings, take meeting minutes, organize staff outings/tours/events, etc.
  • Provide administrative support for Regional Economic Development Council meetings, activities, stakeholder engagement events, and engagements with consultants.
  • Timely and accurately submit travel vouchers and other travel documents for the Regional Director, Deputy Director, and WNY staff as needed.
  • Act as a backup administrative support to WNY Project Managers as needed.
  • Support office operations, manage supply inventory, and other administrative operations as needed.
  • Handle all-time records for WNY Region staff, review them, and send them to ESD for processing (e.g., overtime arrangements, requisitions, new hires, etc.).
  • Update the Project Tracking System and access databases, as well as maintain hard copy central files.
  • Oversee the implementation and development of a computerized correspondence database. Provide information important to the improvement of the program to ensure that all correspondence is accurately and accounted for in the WNY office. Create and manage contact databases.

Requirements:

  • High school graduate with some business school or college preferred.
  • 6-8 years of administrative experience.
  • Solid knowledge of ESD/WNY Region.
  • Good communication skills.
  • Knowledge of social media sites such as LinkedIn.
  • Highly efficient, discreet, and with good judgment.
  • Strong experience with Microsoft Office, PPT, proficient in Excel, PDFs, Outlook, Zoom, Teams, Webex.

Approximate Hiring Salary: $55,000 to $58,000 (with a comprehensive benefits package)

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