Executive Assistant

Residential Services - Rochester, NY - Full Time

Job description
Performs administrative duties for senior level executive at our Corporate Office location. This position has access to sensitive, confidential, and strategic information. The scope and complexity of this position is such that the Executive Assistant is regularly dealing with diverse matters that require substantive knowledge of the company. Ideal candidate must be able to interact with all levels within the company, have professional appearance and demeanor, possess a strong work ethic, display good judgment, be highly organized and have the ability to work autonomously.

DUTIES & RESPONSIBLITIES:

• Ascertains the nature and priority of incoming phone calls and emails; accurately records messages, and transfers calls / responds to emails as necessary.
• Communicates in person and through correspondence with contacts inside and outside the company such as vendors, customers, and senior leadership.
• Composes correspondence; creates presentations, organizational charts; Schedules and coordinates meetings, conference calls, and other events.
• Creates organizational processes.
• Informs attendees of function dates and times, reserves meeting space, provides the appropriate equipment/materials.
• Takes initiative on projects; appropriately researches matters as needed.
• Organizes, prioritizes, and summarizes the content of incoming e-mail, materials, information, special requests, and meetings.
• Coordinates schedules, which includes: scheduling meetings (in person and virtual), preparing documents and materials in advance of meetings.
• Coordinates travel arrangements, including scheduling of airfare, rental cars/ drivers, hotels, dining reservations, offsite meeting arrangements.
• Performing minor accounting duties.
• Writing and editing emails, drafting memos, and preparing communications on the executive’s behalf
• Event Coordinator Duties
  • Plan, coordinate and execute multiple events for Buffalo and Rochester throughout the years directed by the State President.
  • Create reliable financial reports for accounting and process payments on time.

Knowledge, Skills and Abilities

• Ability to maintain a positive and professional attitude when interacting with sales associates, clients, vendors and co-workers.
• Ability to communicate professionally in oral and written fashion.
• Must have previous experience in an Executive Assistant position, with proven clerical, organizational, statistical and administrative skills.
• Must be highly organized, detail-oriented, ability to multi-task and prioritize, take initiative, and be adaptable to changing situations.
• Ability to set up virtual meetings using Zoom, WebEx and Microsoft Teams.
• Ability to work with spreadsheets in Excel. Must be proficient in Word, Excel, and PowerPoint and Outlook.
• Ability to approach projects with creativity and intellectual stimulation.
• Ability to maintain confidentiality and operate with discretion in relation to private and confidential business matters.
• Must possess good judgment and problem solving skills.
• High school diploma required; Business school education and/or college coursework desirable.

OTHER

• Business School, or a College degree preferred and/or at least 5 – 7 years of administrative support for senior level or C-suite.
• Occasional travel may be required.

The hourly rate is based on location and experience ranging from $25-$27 per hour.

HowardHanna.com

Hanna Holdings, Inc. affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran’s status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.