Executive Administrative Assistant

AP Executive Staffing; Buffalo (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

AP Executive Staffing is seeking an experienced Executive Administrative Assistant for a client in Amherst, NY. This role provides high-level administrative support to the executive team and helps manage day-to-day office operations.

The ideal candidate is highly organized, proactive, discreet, and proficient in Microsoft Office, with excellent written and verbal communication skills. Responsibilities include calendar coordination, travel planning, document preparation, and confidential handling

Qualifications

• Minimum of 5 years executive administrative support experience.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Provide administrative support to members of the executive team and other leadership.
• Coordinate calendars, meetings, appointments, and video conferences.
• Prepare, edit, and proofread correspondence, presentations, reports, and meeting materials.
• Manage multiple assignments and projects with tight deadlines.
• Maintain filing systems, databases, records, and other documents.
• Order and manage office supply inventory.
• Coordinate travel arrangements for executives and visitors.
• Screen and handle incoming calls and communications.
• Assist with additional administrative tasks as needed.

Skills

Executive support

Multitasking

Communication

Confidentiality

MS Office

Education

Associate's or Bachelor's degree

Tools

Microsoft Office

Job description

AP Executive Staffing is currently recruiting for an experienced Executive Administrative Assistant for a client in Amherst, NY.

This position will provide high-level administrative support to the executive team while assisting with day-to-day office operations. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced professional environment where confidentiality, discretion, and exceptional service are essential.

Responsibilities

• Provide administrative support to members of the executive team and additional office leadership.
• Coordinate calendars, meetings, appointments, and video conferences.
• Prepare, edit, and proofread correspondence, presentations, reports, meeting materials, and meeting minutes.
• Manage multiple assignments, special projects, and departmental initiatives.
• Maintain filing systems, databases, records, and other administrative documentation.
• Order and maintain office supply inventory.
• Coordinate lunches and other arrangements for meetings.
• Answer, screen, and place phone calls as needed.
• Coordinate executive and visitor travel arrangements.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with additional administrative and office-related responsibilities as needed.

Qualifications

• Minimum of 5 years of executive administrative support experience.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with the ability to communicate professionally with individuals at all levels of an organization.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Experience planning and coordinating meetings.
• Experience processing expense reports; Concur experience is preferred.
• Notary Public certification or willingness to become certified.