Executive Administrative Assistant

Adaptec Solutions; City of Rochester (NY); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Generous paid time off (PTO)

Paid company holidays

Health insurance plans

401(k) match with immediate vesting

Education assistance

Job summary

A technology solutions provider is seeking an experienced Executive Administrative Assistant to manage schedules and provide high-level support for the Executive Leadership Team. The ideal candidate will have 5-7 years of relevant experience, strong proficiency in Microsoft Office, and excellent organizational skills. This role is based in Rochester, New York and offers a competitive salary range of $75,000 to $85,000 per year with additional benefits.

Qualifications

• 5-7 years of experience supporting executive leadership in an administrative capacity.
• Proven experience coordinating executive travel and managing complex schedules.
• Demonstrated ability to prepare and edit professional correspondence, presentations, and reports.

Responsibilities

• Provide daily administrative support to the Executive Leadership Team.
• Coordinate internal and external meetings and company events.
• Prepare and edit agendas, reports, and presentations.

Skills

Calendar management

Scheduling

Microsoft Office Suite

Organizational skills

Interpersonal skills

Attention to detail

Project management

Education

HSD/GED or equivalent

Associate or Bachelor degree preferred

Tools

Microsoft PowerPoint

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Base pay range

$75,000.00/yr - $85,000.00/yr

Position: Executive Administrative Assistant

Education: HSD/GED or equivalent is required, Associate or Bachelor degree is preferred

Experience: 5-7 years experience supporting executive leadership team in an executive level administrative assistant capacity

About the Role

Adaptec Solutions is seeking an experienced Executive Administrative Assistant to provide high-level administrative support to the Executive Leadership Team at our Rochester headquarters. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment and takes ownership of their work. The successful candidate will manage executive scheduling, coordinate travel and events, prepare documentation and presentations, and assist with confidential administrative processes.

Key Responsibilities

• Provide daily administrative support to the Executive Leadership Team, including calendar management, scheduling, and correspondence.
• Coordinate internal and external meetings and company events such as town halls and offsite meetings.
• Arrange travel logistics for executive leadership and new hires as needed.
• Prepare and edit agendas, reports, and presentations with a high level of accuracy and attention to detail.
• Manage expense reporting for the CEO and COO.
• Support HR administrative functions such as new hire folders, I-9 file maintenance, termination letters, and project-based tasks.
• Serve as liaison and organizer for Board of Directors meetings.
• Handle confidential information with discretion and professionalism.
• Assist in developing or improving administrative processes related to travel, meeting coordination, and expense submissions.

Qualifications

• 5-7 years of experience supporting executive leadership in an administrative capacity.
• Proven experience coordinating executive travel and managing complex schedules.
• Demonstrated ability to prepare and edit professional correspondence, presentations, and reports.
• Strong proficiency with Microsoft Office Suite, especially PowerPoint, Outlook, Word, and Excel.
• Excellent organizational and project management skills with sharp attention to detail.
• Experience working with confidential materials and sensitive information.
• Ability to prioritize and adapt to changing needs in a fast-paced environment.
• Notary Public certification preferred.
• Exceptional attention to detail.
• Strong interpersonal and communication skills.
• Service-oriented mindset with a sense of urgency when appropriate.
• Proactive, resourceful, and highly organized.
• Independent and accountable for deliverables.

What You’ll Accomplish

In this role, you’ll quickly become a trusted partner to Adaptec’s executive team. Within the first six months, you’ll independently manage day-to-day administrative functions, while identifying and implementing improvements to key administrative and travel processes.

Why Join Adaptec

At Adaptec Solutions, you’ll have the opportunity to work autonomously, own your processes, and make a direct impact on organizational efficiency. We value professionalism, reliability, and initiative — and we’re looking for someone who embodies those traits.

Benefits

Pay transparency: $75,000 – $85,000/yr. The rate range is a general guideline. When extending an offer, Adaptec Solutions considers factors including, but not limited to experience and geographic location. Adaptec Solutions also offers a variety of benefits including generous paid time off (PTO), 11 paid company holidays including your birthday, generous health plans, dental and vision insurance, HSA/FSA accounts, generous 401(k) match and immediate vesting, short‑term/long‑term disability coverage, basic life/AD&D insurance, and education assistance.

Equal Opportunity Employment

Adaptec Solutions, LLC is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.