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Executive Administrative Coordinator

2 months ago

Syracuse, New York, United States Equiliem Full time

Job Title:
Administrative Assistant III

Role Overview:


Deliver extensive administrative assistance to senior executives, management teams, and various departments, enhancing the overall productivity of office functions.


Key Responsibilities:
1. Oversee executive schedules, arranging appointments, meetings, and travel logistics.
2. Organize and facilitate meetings, conferences, and special events, ensuring all materials and logistics are prepared.
3. Compose, review, and refine correspondence, reports, presentations, and various documents.
4. Manage and prioritize incoming phone calls, emails, and inquiries, addressing them in a timely and professional manner.
5. Maintain and update filing systems, databases, and contact directories, ensuring information is accurate and easily accessible.
6. Prepare and reconcile expense reports, monitor budgets, and handle invoice processing.
7. Serve as a liaison between executives, staff, clients, and external partners.
8. Assist with the onboarding process for new hires and provide necessary training and support.

Essential Qualifications:
- Bachelor's degree in Business Administration, Office Management, or a related discipline.
- 6-9 years of relevant experience in administrative support roles, demonstrating increasing levels of responsibility.
- Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Strong communication and interpersonal abilities, exhibiting a high degree of professionalism.
- Exceptional organizational and time management skills, capable of multitasking and prioritizing effectively.
- Keen attention to detail and accuracy in document preparation and data management.
- Ability to manage sensitive information with confidentiality and discretion.
- Proactive problem-solving capabilities and the ability to work independently with minimal oversight.

Desirable Skills:
- Certification in Office Administration or a related field.
- Familiarity with project management tools (e.g., Microsoft Project, Asana).
- Knowledge of office equipment operation and maintenance.
- Understanding of basic accounting principles and software (e.g., QuickBooks).
- Capacity to quickly adapt to new technologies and software applications.