Executive Assistant

P&A Group, Inc.; Buffalo (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

P&A Group is seeking an experienced Executive Assistant in Buffalo, NY to provide comprehensive administrative support to the CEO and Leadership Team. The role requires proactive organization, high discretion, and strong communication across employees, clients, vendors, and executives.

The ideal candidate will manage complex calendars, coordinate meetings and travel, prepare presentations, and assist with strategic initiatives.

Qualifications

• Minimum 5 years of experience supporting senior executives, C-suite leaders, or executive leadership teams.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Exceptional organizational, planning, and time management skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Manage and coordinate complex executive calendars, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, materials, presentations, and supporting documentation.
• Attend meetings and document key discussions, decisions, and action items.
• Draft, proofread, and edit correspondence, reports, and other business communications.
• Coordinate internal and external meetings, leadership events, and company functions.
• Track action items and follow up with leaders to ensure timely completion of commitments and deliverables.

Skills

Executive support

Calendar management

Communication

Discretion

Organization

Education

Associate's degree or equivalent

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Teams

Job description

P&A Group is seeking a highly organized, proactive, and professional Executive Assistant to provide administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This position serves as a trusted business partner, managing executive schedules, coordinating meetings and events, handling confidential information, and ensuring the efficient execution of administrative and organizational priorities.

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains strict confidentiality, and anticipates needs before they arise. Success in this role requires exceptional communication skills, attention to detail, flexibility, and the ability to effectively interact with employees, clients, vendors, and executive leaders.

Responsibilities

Executive Support

• Manage and coordinate complex executive calendars, appointments, meetings, and travel arrangements.
• Prioritize competing requests and proactively identify scheduling conflicts and solutions.
• Prepare meeting agendas, materials, presentations, and supporting documentation.
• Attend meetings as requested and document key discussions, decisions, and action items.
• Draft, proofread, and edit correspondence, reports, presentations, and other business communications.
• Assist with preparation of Board of Directors, executive leadership, and strategic planning materials.

Administrative & Operational Support

• Coordinate internal and external meetings, leadership events, and company functions.
• Manage expense reports, invoices, purchase requests, and related administrative processes.
• Maintain accurate records, files, and confidential business documents.
• Track action items and follow up with leaders to ensure timely completion of commitments and deliverables.
• Assist with special projects, research, and strategic initiatives as assigned.

Communication & Relationship Management

• Serve as a primary point of contact for executive leadership communications.
• Coordinate communications with internal departments, vendors, business partners, and clients.
• Exercise discretion and professionalism when handling sensitive or confidential matters.
• Build effective working relationships across all levels of the organization.

Project Coordination

• Support organizational initiatives by coordinating meetings, timelines, deliverables, and follow-up activities.
• Assist in monitoring project progress and escalating concerns when necessary.
• Prepare reports, dashboards, and summaries to support executive decision-making.

Qualifications

Education/Experience

• Associate's degree or equivalent experience.
• Minimum of 5 years of experience supporting senior executives, C-suite leaders, or executive leadership teams, or prior experience serving as a Chief of Staff.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, planning, and time management skills.
• Experience coordinating Board of Directors meetings and executive-level presentations
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.