Executive Administrative Assistant

Automatic Data Processing, Inc.; Village of Williamsville (NY); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Paid time off

Benefits

Job summary

Chemung Canal Trust Company, N.A. in Buffalo is seeking an Executive Administrative Assistant to support the Regional President and executives with confidential communications, calendar and meeting management, travel logistics, and project coordination.

The role demands professionalism and discretion, fostering strong relationships with stakeholders. Responsibilities include invoices/expenses processing, sponsorship support, dashboard tracking, vendor relationships, and coordinating

Qualifications

• Associates degree preferred.
• 5+ years of experience supporting Executive Leadership in a corporate environment; financial services preferred.

Responsibilities

• Maintain calendars, schedule meetings and events, and manage travel arrangements.
• Process invoices and expenses; handle reimbursements and memberships.
• Coordinate executive communications and vendor relations; track deadlines and dashboards.
• Support regional executives and board activities; assist with meeting materials and reports.
• Travel within the Western NY region; assist with notary license within 2 years.

Skills

Executive support

Calendar management

Travel logistics

Notary lic.

Vendor relationships

Education

Associates degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Outlook

Microsoft Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Administrative Assistant

Salary Range: $26.00 To $35.00 Annually

Build your future with us.

We are seeking an Executive Administrative Assistant to join our growing team in Buffalo.

As a proud community bank, we believe in giving back to the neighborhoods we serve. Supporting local events and organizations across our 14-county footprint isn’t just something we do, it’s who we are. It’s our way of saying thank you to the people who make this region an incredible place to live, work, and grow.

If you’re inspired by the opportunity to make a real impact – while growing your career – we invite you to review the job description below.

Together, we build something amazing—and we support you with benefits such as:

Paid time off

…and more!

Job Title:Executive Administrative Assistant

Here’s how you’ll make an impact

Supports the Regional President and other Executive and Senior Vice Presidents with executive administration, overseeing confidential communications, calendar and meeting management, project coordination, travel logistics, and operational priorities. Ensures efficient execution of business activities while fostering strong relationships with internal and external stakeholders and maintaining the highest level of professionalism and discretion.

• Maintain calendars, schedule meetings, lunches, and events. Process conference registrations and make all travel arrangements.
• Timely processing of all invoices and monthly expenses, including club memberships, cash and mileage reimbursements.
• Assist Marketing with Canal Bank sponsorships.
• Track strategic initiatives and deliverables. Support incentive plan reporting and maintain dashboards.
• Support Market Team as needed. Enhance relationship management in WNY region.
• Support branch expansion initiatives by assisting with lease management and vendor relationships, track deadlines.
• Coordinate executive communications and visitor interactions, screen calls, manage inquiries, and ensure a positive, professional experience for guests and business partners.
• Assist with timely completion and distribution of various meeting materials, reports, presentations and expenses; proactively monitor and ensure all deadlines are met.
• Assist with audio, video, and food/beverage needs in meeting rooms as necessary. Coordinates conference room schedules.
• Manage administrative logistics for the Canal Bank Advisory Board, including onboarding of members, meeting invites and tracking responses and attendance, venue booking, food/equipment setup, presentations, and on-site meeting management.
• Coordinate and resolve IT, Help Desk, and Facilities requests to ensure smooth operations; oversee procurement of office supplies to support business needs. Manage incoming mail. Manage electronic and paper data storage in a consistent and concise format.
• Represent the bank through participation in community activities, boards, and events.
• Assist Corporate/Assistant Corporate Secretary with miscellaneous projects.
• Travel within the Western NY branch footprint.
• Execute additional duties and support activities as assigned.
• Conforms to General Performance Expectations as identified for all employees.

Qualifications/Requirements

• Associates degree in related field preferred
• 5+ years of experience supporting Executive Leadership Team in a corporate environment; experience within the financial services industry preferred.
• Proactive, resourceful, and highly self-directed, with the ability to adapt communication style and approach across multiple channels, including phone, email, text, Microsoft Teams, video conferencing, and in-person interactions
• Demonstrate sound judgment, critical thinking, and strong problem-solving abilities. Manage confidential information with utmost care and professionalism.
• Proven ability to manage multiple priorities simultaneously, maintain strong attention to detail. Demonstrated experience supporting multiple executives.Working knowledge of the internet, Word, Excel, PowerPoint, especially Outlook email and calendars, basic AI tools and general file sharing knowledge.
• Exceptional interpersonal and relationship management skills, with the ability to interact effectively and professionally with executives, senior management, clients, community leaders, and other key stakeholders.
• A willingness to learn new systems and take on new assignments and manage them to completion.
• Licensed Notary preferred; otherwise successfully obtain Notary license within 2 years.
• Ability to travel; Valid Driver’s License required

Salary Range$26 to $35 Hourly

Compensation offers are based on a wide range of factors including relevant skills, training, experience, education and, where applicable, licenses or certifications obtained. Market and organizational factors are also considered. Along with a competitive compensation program please visit the benefits section of our Careers page to view available benefits.

Chemung Canal Trust Company, N.A., including its divisions Capital Bank and Canal Bank fosters a diverse and inclusive culture where employees are able to succeed to their full potential. EEO/AA Including Veterans and Disabled.