Executive Personal Assistant & Travel Coordinator

Gilder Search Group; Village of Williamsville (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Full-time position

Competitive salary

Overtime compensation

Job summary

StaffBuffalo is partnering with a professional, philanthropic organization to hire a full-time Personal Assistant supporting an executive and senior leadership in the Buffalo area. This hands-on role combines personal support with professional administrative duties and requires discretion and strong follow-through.

The position focuses on travel coordination, scheduling, reservations, and research, alongside calendar management, meetings, and office administration.

Qualifications

• Exceptional organization, follow-through, time-management, and attention to detail.
• Resourceful, proactive, and able to work independently with limited direction.
• Strong verbal and written communication with a professional demeanor.
• High discretion, reliability, confidentiality, and sound judgment.
• Willingness to provide hands-on personal support and professional administration when needed.
• Proficiency with email, calendars, Microsoft Office, and common scheduling/travel tools.
• Valid driver's license and reliable transportation.

Responsibilities

• Coordinate private and commercial travel, hotel accommodations, transportation, itineraries, and trip logistics.
• Manage personal and professional calendars, appointments, meetings, and reservations.
• Handle day-to-day support requests, errands, transportation coordination, packages, and other logistics.
• Source products, services, vendors, travel options, and practical solutions.
• Maintain confidentiality and discretion with sensitive information.
• Provide calendar and administrative support to senior leadership and coordinate event logistics.
• Support routine office administration including mail, calls, shipping, reimbursements, and calendar coordination.

Skills

Organization

Discretion

Communication

Time management

Multi-tasking

Tools

Microsoft Office

Calendar tools

Travel scheduling tools

Job description

StaffBuffalo is partnering with a professional, philanthropic organization to hire a full-time Personal Assistant supporting an executive and senior leadership in the Buffalo area. This hands-on role combines personal support with professional administrative duties and requires discretion and strong follow-through.

The position focuses on travel coordination, scheduling, reservations, and research, alongside calendar management, meetings, and office administration.