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About the Role

Erie and Niagara is seeking a full-time Executive Assistant to provide high-level administrative support and assistance to Company Officers and/or other leadership staff. This is a great opportunity to join an established WNY company with opportunities for advancement.

Responsibilities

• Support the CEO primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage professional and personal scheduling for CEO, including agendas, mail, email, phone calls, client management, and other company logistics.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Coordinate calendars, schedules, meetings, and travel arrangements for executive staff.
• Coordinate direct mailings which may include but is not limited to Christmas Cards.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for executive staff.
• Receives incoming communication or memos on behalf of executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Maintains confidentiality of all corporate matters.
• Prepare letters, reports, and agency agreements as directed by Management.
• Upload new Third Party Vendor forms to Security Team site on SharePoint.
• Conducting research, gathering data, and preparing reports to support decision-making.
• Organizing and coordinating company events, conferences, and workshops.
• Responsible for handling NYSDFS Complaint letter documentation, and response.
• Maintains office supply inventory and orders supplies/materials as needed.
• Prepare presentations.
• Manage expense reporting and tracking.
• Assist with special projects and strategic initiatives, as assigned. Project management of designated tasks.
• Board Administration: Draft/Send out Meeting Notices for all Erie and Niagara and Cherry Valley Board and Committee Meetings.
• Track responses for each meeting and communicate attendance with Executive Management.
• Coordinate Board/Committee meeting breakfast, lunch, snacks, drinks, etc.
• Coordinate Board/Committee dinner reservations and RSVPs.
• Back up to receptionist for meeting set up and preparation.
• Proofread meeting minutes.
• Send out meeting notices in Outlook to Board members and management.
• Input meeting dates and times on Board site in Agent LaunchPoint.
• Back-up for the Receptionist position.
• Other Administrative duties as assigned by members of management.

Requirements

• Four or more years of experience in an administrative role reporting directly to upper management.
• Advanced organizational skills to manage time, coordinate calendars, prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Strong problem-solving and decision-making skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Technical calendar management skills to operate automated scheduling and calendar and task-management software.
• Proficient PC Skills in a Windows based environment, including Word, Excel, PowerPoint, and Publisher.
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems.
• Experience in developing internal processes and filing systems preferred.
• Possession of small motor skills required for keyboarding, using telephone, various pieces of hardware.
• Ability to view forms, books and computer monitors on a regular basis.
• Ability to drive a car.
• May be required to undergo periodic drug testing.
• Must maintain a good driving record and have a valid and current driver’s license.
• DMV reports may be obtained periodically.

Skills

• General clerical
• Receptionist duties
• Project based work
• Typing
• Dictation
• Spreadsheet creation
• Faxing
• Filing system maintenance
• Contacts database maintenance
• Calendar management
• Meeting coordination
• Travel arrangement coordination
• Direct mailings
• Drafting letters
• Drafting memos
• Drafting invoices
• Drafting reports
• Document preparation
• Communication summarization
• Note taking
• Minute recording
• Confidentiality maintenance
• Agency agreement preparation
• SharePoint
• Research
• Data gathering
• Report preparation
• Event coordination
• Conference coordination
• Workshop coordination
• Complaint letter documentation
• Complaint letter response
• Office supply inventory management
• Presentation preparation
• Expense reporting
• Expense tracking
• Special project assistance
• Strategic initiative assistance
• Task project management
• Board administration
• Meeting notice drafting
• Meeting notice sending
• Attendance tracking
• RSVP coordination
• Meeting setup
• Meeting preparation
• Minute proofreading
• Outlook
• Agent LaunchPoint
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Publisher

Work Type

• Full-time

Experience Level

• 4+ years of administrative experience reporting directly to upper management

Education Level

• Bachelor’s degree in Business Administration or related field preferred

Salary/Compensations

• $55,000-$65,000 annually

Benefits

• Health, Dental and Vision insurance
• Life Insurance
• Short- and long-term disability insurance
• Supplemental benefit and insurance options
• 401k with up to 6% company match
• Pension
• Generous PTO
• Profit share

About the Company

• Established WNY company

Equal Opportunity

• Erie and Niagara is proud to be an equal opportunity employer.