Executive Assistant

Salary Range: $55,000.00 To $65,000.00 Annually Position Overview 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. Duties include general clerical, receptionist and project based work. We offer a competitive benefits package including: 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 and more! 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 Once annual Board/Committee meeting calendar is finalized for ENIA & CV: 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 Qualifications Bachelor’s degree in Business Administration or related field preferred. 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 Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Possession of small motor skills required for keyboarding, using telephone, various pieces of hardware. The employee is frequently required to sit, talk or hear. Specific vision abilities required by this position include the ability to view forms, books and computer monitors on a regular basis. Employee must have the ability to drive a car and 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. Pay range for this position is $55,000-$65,000 annually depending on experience and qualifications of the selected candidate. The expected salary range for this position is displayed in accordance with the New York State Pay Transparency Law. Erie and Niagara is proud to be an equal opportunity employer. #J-18808-Ljbffr