Executive Assistant

Nesco Resource; City of Rochester (NY); On-site; USD 46,000 - 56,000; Full time

Job summary

Nesco Resource is a mission-driven nonprofit seeking an organized Executive Assistant to support daily operations and provide high-level administrative assistance to executive leadership in a service-oriented environment.

Salary: $45,760–$56,160/year. Schedule: M-F, 8:30AM–5:00 PM. Direct Hire Opportunity.

Qualifications

• Prior experience in administrative support or executive assistance.
• Excellent written and verbal communication.
• Proficiency with email, calendars, Microsoft Office, phones.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience supporting senior leadership is valued.

Responsibilities

• Manage the Executive Director’s calendar, meeting requests, scheduling changes, and reminders.
• Draft, edit, proofread, and format emails, letters, reports, agendas, and other executive communications.
• Prepare materials for meetings, presentations, and internal or external discussions.
• Track follow-up items, deadlines, and administrative priorities.
• Answer phones, greet visitors and tenants, route communications, and respond to routine inquiries.
• Maintain organized electronic and paper filing systems, records, logs, and office documentation.
• Support office staff with correspondence, mail, supplies, and daily administrative needs.
• Assist with tenant-facing communication and direct sensitive or unresolved concerns appropriately.
• Help plan and coordinate board meetings, including agendas, meeting packets, presentations, room setup, refreshments, and follow-up.
• Support trainings, staff functions, community meetings, and special organizational events.
• Prepare and format slide decks, handouts, reports, and other presentation materials.
• Communicate with external contractors, vendors, consultants, and service providers.
• Coordinate scheduling, document exchange, and follow-up related to contracted services and office needs.
• Maintain organized records and communication related to vendors and external partners.

Skills

Communication

Organization

Discretion

Multitasking

Professional demeanor

Tools

Microsoft Office

Job description

Join a mission-driven nonprofit organization dedicated to improving lives, supporting quality housing development, and helping transform communities. This is an excellent opportunity for a highly organized administrative professional who enjoys supporting leadership while making a meaningful impact within a service-oriented organization.

We are seeking a dependable, professional, and highly organized Executive Assistant to support daily operations and provide high-level administrative assistance to executive leadership. This position will serve as a trusted resource for staff, tenants, vendors, board members, and external partners. The ideal candidate will demonstrate strong judgment, discretion, communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Salary: $45,760–$56,160/year. Schedule: M-F, 8:30AM–5:00 PM. Type: Direct Hire Opportunity.

Key Responsibilities

• Manage the Executive Director’s calendar, meeting requests, scheduling changes, and reminders.
• Draft, edit, proofread, and format emails, letters, reports, agendas, and other executive communications.
• Prepare materials for meetings, presentations, and internal or external discussions.
• Track follow-up items, deadlines, and administrative priorities.
• Answer phones, greet visitors and tenants, route communications, and respond to routine inquiries.
• Maintain organized electronic and paper filing systems, records, logs, and office documentation.
• Support office staff with correspondence, mail, supplies, and daily administrative needs.
• Assist with tenant-facing communication and direct sensitive or unresolved concerns appropriately.
• Help plan and coordinate board meetings, including agendas, meeting packets, presentations, room setup, refreshments, and follow-up.
• Support trainings, staff functions, community meetings, and special organizational events.
• Prepare and format slide decks, handouts, reports, and other presentation materials.
• Communicate with external contractors, vendors, consultants, and service providers.
• Coordinate scheduling, document exchange, and follow-up related to contracted services and office needs.
• Maintain organized records and communication related to vendors and external partners.

Qualifications

• Prior experience in administrative support, office coordination, customer service, or executive support.
• Strong written and verbal communication skills with a professional, service-oriented demeanor.
• Proficiency with email, calendars, Microsoft Office, phones, and general office technology.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Comfortable working with staff, tenants, board members, vendors, and external partners.
• Experience supporting senior leadership, preparing presentations, coordinating meetings/events, or maintaining confidential records is highly valued.

Nesco Resource provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.