Part-time Administrative Assistant

Part-time Executive Assistant

Abacus is looking to hire a Part-time Executive Assistant in the Syracuse, NY area.

This position will be acting as the EA to our Site Director and may also remotely assist the Toronto Site Director with minor tasks.

Shift: afternoon hours. Potentially 1:00 PM - 5:30 PM, totaling 22 hours per week.

Primary Responsibilities

Duties adapt based on executive focus and department needs, including but not limited to:

• Executive Workflow Management: Oversee executive correspondence, track action items, and proactively resolve pending matters with minimal oversight.
• Information & Communication Handling: Filter inquiries, draft high-priority communications for executive signature, and disseminate leadership directives across cross-functional departments.
• Research & Data Analysis: Gather, evaluate, and synthesize complex datasets into comprehensive reports to inform executive decisions.
• Logistics & Event Planning: Assists in the end-to-end planning for meetings, large-scale conferences, project milestones, complex global travel itineraries, and expense reconciliation.
• Confidentiality: Maintain and safeguard sensitive organizational files, documentation, and records daily.
• Operational Liaison: Act as a central point of contact to align departmental projects with broader company objectives.

Administrative Overview

Duties adapt based on functional assignment, including but not limited to:

• Office & Clerical Operations: Manage daily front-office functions, phone inquiries, incoming/outgoing mail, and digital and physical filing systems in alignment with company protocols.
• Communication & Routing: Draft and manage standard correspondence, redirecting routine inquiries to free up departmental bandwidth.
• Data & Report Preparation: Collect, organize, and compile data from specified sources to create routine business reports and documentation.
• Schedule & Travel Logistics: Coordinate calendars, book internal/external meetings, arrange travel plans, and compile expense reports.
• Stakeholder Interaction: Serve as a reliable touchpoint for internal staff, vendors, and clients to resolve routine operational issues smoothly.

Overall Level Distinction: Senior Specialist

• Reports to one or more Vice Presidents operating within 14 leadership tiers of the CEO.
• Handles high-stakes internal and external interactions requiring extreme discretion, diplomacy, and integrity.
• Operates with high autonomy to address and resolve intricate operational challenges.
• May act as a team lead or working supervisor, offering guidance and problem-solving support to junior administrative personnel.

Qualifications & Competencies

• Education: High School Diploma or GED required; Associate's degree or higher preferred.
• Experience: 8+ years of progressive administrative support experience, ideally backing senior leadership or large operational teams. Global corporate experience and international travel coordination required.
• Technical & Analytical Aptitude: Proficient across relevant business software platforms; exceptional research, data compilation, and analytical capabilities.
• Core Skills: Outstanding written and verbal communication, impeccable attention to detail, strong time management, and a high commitment to internal customer service.