Executive Assistant to the SVP, Regional Economic Development

Empire State Development, LLC; City of Rochester (NY); Híbrido; USD 45.000 - 65.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Comprehensive Benefits Package

Descripción de la vacante

Empire State Development, LLC is seeking an experienced administrative professional to provide comprehensive office support for the Finger Lakes regional team. The role requires in-office presence with potential hybrid options based on duties and policy, handling calls, scheduling, travel, and document preparation.

The ideal candidate will have 3–5 years of executive-support experience, strong communication, discretion, and proficiency in Microsoft Outlook, Excel, PowerPoint and Word.

Formación

• Education: High School Diploma required; Associate or bachelor’s degree preferred.
• Three years of administrative experience supporting executive management.

Responsabilidades

• Provide a wide range of administrative and secretarial duties to support day-to-day operations.
• Answer phones, take messages and direct calls and e-mails to appropriate parties; prioritize and handle time-sensitive requests.
• Create, organize and maintain records, correspondence and other related materials.
• Handle all scheduling matters: meetings, conference calls, room reservations, parking, security clearance and reminders.
• Prepare, proofread and coordinate production and distribution of reports, agendas and presentations.
• Coordinate travel arrangements and detailed itineraries; ensure travel documents are in order.
• Coordinate with departments to ensure proper submittal of paperwork and expense reports.
• Support regional office staff with office administration duties and timely reporting of projects.
• Provide staff support for events and other meetings as needed.
• Perform special projects as required.

Conocimientos

Administrative support

Communication

Discretion

Independent work

Telephone etiquette

Time management

Educación

High School Diploma

Associate or Bachelor's degree preferred

Herramientas

Microsoft Outlook

Excel

PowerPoint

Word

Descripción del empleo

Description

• This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.
• Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

Duties Description

• This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.
• Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

Basic Function

This position would work under the direction of the Vice President for Regional Economic Development providing administrative and coordination support for state projects and programs. The position would work as part of the Finger Lakes regional team as needed.

Work Performed

• Provide a wide range of administrative and secretarial duties to support day-to-day operations.
• Answer phones, take messages and direct calls and e-mails to appropriate parties; prioritize and immediately handle time sensitive messages and requests.
• Create, organize and maintain records, correspondence and other related materials.
• Handle all scheduling matters: Confirm meetings and conference calls, screen and reserve meeting rooms and arrange for required parking, provide for building security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates.
• Prepare, proofread and coordinate production and distribution of reports, agendas, presentations and other documents as needed. Ensure meeting materials are complete, records, and other key office documentation.
• Make all necessary travel arrangements, prepare itineraries and detailed travel schedules, and ensure that all travel documents are in order and available as needed.
• Coordinate with other departments and across ECDC and DED as needed to ensure proper submittal and timely handling of required paperwork, including, but not limited to, purchase requests, payment authorization forms, business meal authorization forms, business meal authorization expense reports, pre-travel requests, mileage and expense reports, tax exemption forms, shipping receipts and other office documents in a timely fashion.
• Support Finger Lakes Regional Office Executive Assistant with various office administration duties as needed or directed.
• Support on-time, accurate reporting of office and Regional Council projects and activities as needed.
• Provide staff support for Governor’s events, Regional Council activities, and other meetings and events as needed.
• Special Projects – Perform special projects as required.

Qualifications

Minimum Qualifications

Education Level Required: High School Diploma required. Associate or bachelor’s degree preferred with a minimum of 3 to 5 years of administrative experience.

Relevant Experience required: Three years of administrative experience supporting executive management.

Knowledge Required: Strong written and oral communication skills are required. Excellent telephone etiquette, high level word processing, spread sheet development, database management, preparation of presentation materials, strong organizational skills, discretion and good judgment are essential. The successful candidate must have the ability to work independently. Proficiency with Microsoft Outlook, Excel, PowerPoint and Word is required.

Additional Comments

Salary range as specified.

Comprehensive Benefits Package.