Executive Administrative Assistant/Receptionist

Job Description

Job Description

Executive Administrative Assistant/Receptionist

StaffBuffalo is working with a leading global organization to hire an Executive Administrative Assistant/Receptionist for its Amherst, NY office. This full-time, on-site opportunity is Monday through Friday and pays $24.00-$31.25/hour, depending on experience and qualifications.

Serving at the front desk, this role is the first point of contact for visitors, customers, and others while also providing executive-level administrative support across the organization. You will support the Executive Team, Office Services Manager, Office Services team, and other departments by coordinating meetings and calendars, preparing professional materials, managing correspondence and records, and helping keep daily office operations running smoothly.

The ideal candidate is polished, highly organized, detail-oriented, and proactive, with the ability to prioritize and multitask without getting flustered. This person brings a positive, service-minded approach, looks for projects and ways to take work off the team's plate, and is eager to step in, solve problems, and support wherever needed.

Responsibilities:

• Greet, direct, and assist visitors, creating a professional and positive first impression through exceptional customer service.
• Handle incoming calls, mail, and email correspondence professionally and efficiently, including contacting vendors and placing orders as needed.
• Provide administrative support to the Executive Team, Office Services Manager, Office Services team, and other departments based on evolving priorities.
• Coordinate meetings, calendars, appointments, and video conferences, including meeting planning and logistics.
• Prepare and proofread correspondence, presentations, reports, meeting materials, and meeting minutes with strong attention to detail.
• Maintain filing systems, databases, records, and other administrative documentation.
• Support office services, special projects, and departmental initiatives, proactively identifying projects and opportunities to assist the team.

Qualifications:

• Minimum of 5 years of executive administrative support experience.
• Associate's or Bachelor's degree preferred.
• Strong organizational, prioritization, and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication, proofreading, interpersonal, and customer service skills, with the ability to interact professionally with all levels of the organization.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, remain composed, and meet deadlines in a dynamic environment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Experience planning and coordinating meetings and processing expense reports, preferably using Concur, plus Notary Public certification or willingness to become certified, preferred.

Benefits:

• $24.00-$31.25/hour, depending on experience and qualifications.
• Full-time, on-site Monday-Friday schedule in Amherst, NY.
• Opportunity to provide visible, trusted support to executive leadership and teams across the organization.
• Varied work spanning executive administration, reception, office services, meeting coordination, and special projects.
• Collaborative, service-focused environment where initiative, problem-solving, and teamwork are valued.
• Opportunity to contribute to the day-to-day operations of a global organization.

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StaffBuffalo is an Equal Opportunity Employer and does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, gender, gender identity or expression, marital status, physical or mental disability, military status, or unfavorable discharge from military service.

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