Executive Administrative Assistant

4 weeks ago

Buffalo, New York, United States Imagine Staffing Technology Full time
Job Description

Imagine Staffing Technology is seeking an experienced Executive Administrative Assistant to provide high-level administrative support to our executive team. The ideal candidate will have a proven track record of providing exceptional support, managing complex calendars, and coordinating travel arrangements.

Key Responsibilities
  • Provide administrative support to the executive team, including preparing correspondence, managing calendars, and coordinating travel arrangements.
  • Assist with special projects, such as preparing presentations, managing databases, and coordinating meetings.
  • Manage traditional paper and/or electronic filing systems, and maintain confidentiality and discretion in performing duties.
  • Coordinate meetings and travel arrangements, and maintain travel itineraries.
  • Provide telephone and department coverage, and open, sort, prioritize, and distribute incoming mail.
  • 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, including travel arrangements, confirmation of schedules, meetings, sales meetings, and events.
  • Assist in coordination of on-site/off-site sales meetings, planning, catering, itineraries, travel with Travel Coordinator, and attendee confirmation.
  • Facilitate communication within departments in a professional manner.
  • Assist department managers with specialized projects, such as luncheon meetings, mailings, surveys, etc.
Requirements
  • 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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