Executive Administrative Assistant

Gilder Search Group; Buffalo (NY); On-site; USD 33,000 - 44,000; Full time

Benefits offered by this job

Competitive hourly pay

Collaborative team

Global dental organization

Job summary

StaffBuffalo is seeking an Executive Administrative Assistant for Amherst, NY to support the Executive Team and Office Services, ensuring smooth day-to-day operations.

The role coordinates calendars, meetings, travel, and prepares correspondence, presentations, reports, and meeting minutes with strong confidentiality and professionalism in a fast-paced, collaborative environment.

Qualifications

• Minimum of 5 years of executive administrative support experience.
• Associate’s or Bachelor’s degree preferred.
• Strong organizational and multitasking abilities with attention to detail and deadlines.
• Excellent verbal and written communication and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and meeting coordination.
• Experience processing expense reports, preferably using Concur, and Notary Public certification preferred.

Responsibilities

• Provide administrative support to the Executive Team and Office Services team.
• Coordinate meetings, calendars, appointments, video conferences, lunch meetings, executive travel, and visitor travel arrangements.
• Create, edit, and proofread correspondence, presentations, reports, meeting materials, and meeting minutes.
• Manage multiple assignments, special projects, and departmental initiatives while meeting deadlines and shifting priorities.
• Maintain filing systems, databases, records, administrative documentation, and office supply inventory.
• Answer, screen, and place phone calls with professionalism and attention to service.
• Handle sensitive information with discretion, confidentiality, and awareness of the organization’s image and impact.

Skills

Organizational skills

Multitasking

Verbal communication

Written communication

Interpersonal skills

Confidentiality

Notary Public certification (preferred

Education

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Concur (expense reports)

Job description

StaffBuffalo is working with a global organization to hire an Executive Administrative Assistant in Amherst, NY. This role supports the Executive Team and Office Services team while helping maintain smooth, professional day-to-day office operations. The position offers an hourly range of $24.00–$32.00, depending on experience and qualifications.

The Executive Administrative Assistant will coordinate calendars, meetings, appointments, video conferences, travel, and visitor arrangements while creating and proofreading correspondence, presentations, reports, meeting materials, and minutes. This role also manages administrative records, supply inventory, lunch meetings, phone support, special projects, and departmental initiatives.

This opportunity is ideal for a proactive, detail-oriented administrative professional who thrives in a fast-paced, collaborative environment. Confidentiality, sound judgment, exceptional service, discretion, professionalism, and the ability to manage multiple priorities are essential to success in the role.

Responsibilities

• Provide administrative support to the Executive Team and Office Services team.


• Coordinate meetings, calendars, appointments, video conferences, lunch meetings, executive travel, and visitor travel arrangements.


• Create, edit, and proofread correspondence, presentations, reports, meeting materials, and meeting minutes.


• Manage multiple assignments, special projects, and departmental initiatives while meeting deadlines and shifting priorities.


• Maintain filing systems, databases, records, administrative documentation, and office supply inventory.


• Answer, screen, and place phone calls with professionalism and attention to service.


• Handle sensitive information with discretion, confidentiality, and awareness of the organization’s image and impact.

Qualifications

• Minimum of 5 years of executive administrative support experience.


• Associate’s or Bachelor’s degree preferred.


• Strong organizational and multitasking abilities with exceptional attention to detail and the ability to prioritize assignments and meet deadlines.


• Excellent verbal and written communication skills, strong interpersonal skills, and the ability to interact professionally with all levels of an organization.


• Demonstrated ability to maintain confidentiality, exercise sound judgment, and work effectively in a dynamic environment.


• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus experience planning and coordinating meetings.


• Experience processing expense reports, preferably using Concur, and Notary Public certification or willingness to become certified are preferred.

Benefits

• $24.00–$32.00 per hour, depending on experience, qualifications, and location.


• Opportunity to support executive leadership and a collaborative team.


• Varied responsibilities spanning executive support, office operations, travel coordination, and special projects.


• Professional environment where discretion, service, and attention to detail are valued.


• Opportunity to contribute to a global organization in the dental industry.


• Amherst, NY location.

The advertised pay range represents what we believe, at the time of this job posting, that our client would be willing to pay for this position. Only in special circumstances, where a candidate has education, training, or experience that far exceeds the requirements for the position, would we consider paying higher than the stated range.

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.