Executive Administrative Assistant: Calendars & Travel

Kinsley Power Systems; Town of Wappinger (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Kinsley Power Systems is seeking an Administrative Assistant to provide essential support to the Executive Director, Leadership Team, and multiple departments. This role ensures smooth day-to-day operations by coordinating calendars, managing communications, arranging meetings and events, and handling confidential information with discretion.

The ideal candidate will have a high school diploma (associate degree preferred), strong Microsoft Office skills, and the ability to work independently

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Minimum two years admin or office support experience, preferably nonprofit or healthcare.
• Proficient in Microsoft Office Suite and other office technology.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating with a team.
• Minimum three years secretarial/administrative assistant experience.

Responsibilities

• Greet visitors and provide reception coverage as needed.
• Manage complex calendars including scheduling meetings and conference calls.
• Prepare meeting agendas and record minutes in the absence of the Executive Assistant.
• Provide administrative support to the Executive Director, Associate Executive Director, and Leadership Team.
• Coordinate catering, vendor arrangements, and logistics for agency meetings and events.
• Maintain office supply inventory and order supplies as needed.
• Distribute incoming mail to staff.
• Maintain confidentiality of sensitive information.
• Assist with planning and coordinating agency events.
• Provide administrative support to other departments and assist with special projects.
• Perform data entry and maintain records.
• Prepare and process purchase orders, expense reports, and other admin docs.
• Obtain vendor quotes and assist with vendor relationships and purchasing.
• Return phone calls and emails on behalf of the Executive Director or organization.
• File, organize, and maintain documents.
• Work with IT to report and resolve tech issues.
• Provide admin support to HR as needed.
• Coordinate executive travel arrangements and itineraries.
• Serve as liaison between leadership and departments.
• Coordinate and monitor requests from departments and ensure timely follow-up.
• Handle confidential information with discretion.
• Maintain executive files and records with confidentiality and retention compliance.
• Track deadlines and follow up on action items.
• Perform other duties as assigned.

Skills

Microsoft Office

Communication skills

Organizational skills

Time management

Multitasking

Confidentiality

Education

High school diploma

Associate's degree preferred

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Job description

Kinsley Power Systems is seeking an Administrative Assistant to provide essential support to the Executive Director, Leadership Team, and multiple departments. This role ensures smooth day-to-day operations by coordinating calendars, managing communications, arranging meetings and events, and handling confidential information with discretion.

The ideal candidate will have a high school diploma (associate degree preferred), strong Microsoft Office skills, and the ability to work independently