Executive Assistant

Imagine Staffing Technology, An Imagine Company; Getzville (NY); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Health and dental coverage

401k with match

Short term and long-term disability coverage

15 days of paid vacation

11 paid holidays

Year-end bonus opportunity

Job summary

A leading staffing firm in Getzville, NY is seeking an Executive Assistant at a mid-senior level to support the executive leadership team. This role involves managing complex calendars, coordinating meetings, and handling confidential information. Ideal candidates will have at least 4 years of experience and strong organizational skills. A comprehensive benefits package, including health coverage and paid time off, will be provided. Multilingual candidates are highly desired.

Qualifications

• Experience supporting executive teams with administrative tasks.
• Ability to coordinate meetings and manage complex calendars.
• Proficiency in internal and external communications.

Responsibilities

• Provide high-level administrative support to executive leadership.
• Manage calendars, coordinate meetings, and handle confidential information.
• Serve as a liaison between executives, staff, and external partners.

Skills

Strong computer skills (Outlook, Excel, Teams, WhatsApp)

Excellent interpersonal and communication skills

Strong organizational, time management, and problem-solving skills

Ability to maintain confidentiality

Self-starter, proactive, and inquisitive

Ability to work independently and collaboratively

4 or more years of related experience

Multilingual candidates highly desired

Job description

Executive Assistant

Nature & Scope:

Positional Overview:

The Imagine Group is recruiting for a Executive Assistant on behalf of our client, an innovative trading firm with an international footprint in Getzville, NY. They are a leader in the industry providing a tailored, client focused approach to metal trading. Our client has some of the best trading and back‑office talent in the industry and we are currently looking for motivated, high potential employees to support growth in the industry.

In this role, you will provide high-level administrative support to executive leadership, managing complex calendars, coordinating meetings, and handling confidential information with discretion. You will serve as a key liaison between executives, staff, and external partners while supporting daily operations, special projects, and organizational priorities to ensure efficiency and effectiveness. As part of our team, you will enjoy a comprehensive benefits package, including:

• Health and dental coverage
• 401k with match
• Short term and long-term disability coverage
• 15 days of paid vacation
• 11 paid holidays
• Year-end bonus opportunity

Role & Responsibilities:

• Supports Executive Leadership team
• Calendar & Meeting Management – coordinate complex schedules, prioritize meetings, and ensure executives are prepared with agendas and materials
• Draft, review, and manage internal and external communications on behalf of executives (emails, memos, presentations, reports)
• Collaborate and communicate with leadership, HR, operations teams
• Project Coordination – Track initiatives, follow up on action items, and help ensure deadlines are met across departments
• Cross-functional collaboration and involvement in planning, initiatives, and decision support
• Information Management – Handle confidential documents, maintain organized records, and support decision-making with accurate data
• Travel Planning – Plan travel itineraries, manage expenses, and assist with planning off‑site meetings
• Office management – Order and refill supplies, order team lunches, oversight of company mail, credit card program management, auto lease documentation/invoice oversight

Skills & Experience:

• Strong computer skills – Outlook, Excel, Teams, WhatsApp are a must
• Ability to build strong relationships internally and externally
• Excellent interpersonal and communication skills
• Ability to maintain confidentiality
• Strong organizational, time management, and problem‑solving skills
• Must take ownership of responsibilities and tasks
• Self‑starter, proactive, and inquisitive
• Ability to work independently and collaborate with teams across all levels of the organization
• 4 or more years of related experience
• Multilingual candidates highly desired

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

• Administrative and Strategy/Planning
• International Trade and Development

Base Pay Range

$65,000.00/yr - $80,000.00/yr

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