Part-time Administrative Assistant

Gilder Search Group; Village of Liverpool (NY); On-site; USD 28,000 - 48,000; Part time

Job summary

Abacus is hiring a Part-time Executive Assistant in the Syracuse, NY area to support the Site Director and assist the Toronto Site Director with minor tasks.

The role features afternoon hours, roughly 1:00 PM to 5:30 PM, totaling about 22 hours per week, with responsibilities spanning executive workflow, communications, data analysis, meeting logistics, and confidentiality.

Qualifications

• 8+ years of progressive administrative support experience, ideally backing senior leadership or large operational teams.
• Global corporate experience and international travel coordination required.
• Proficient across relevant business software platforms; exceptional research, data compilation, and analytical capabilities.
• Outstanding written and verbal communication, impeccable attention to detail, strong time management, and a high commitment to internal customer service.

Responsibilities

• Oversee executive correspondence, track action items, and proactively resolve pending matters with minimal oversight.
• Filter inquiries, draft high-priority communications for executive signature, and disseminate leadership directives across cross-functional departments.
• Gather, evaluate, and synthesize complex datasets into comprehensive reports to inform executive decisions.
• Assist in end-to-end planning for meetings, large-scale conferences, travel itineraries, and expense reconciliation.
• Maintain and safeguard sensitive organizational files, documentation, and records daily.
• Act as a central point of contact to align departmental projects with broader company objectives.

Skills

Written & verbal communication

Attention to detail

Time management

Internal customer service

Research & analysis

Education

High School Diploma or GED

Associate's degree or higher preferred

Job description

Abacus is looking to hire a Part-time Executive Assistant in the Syracuse, NY area.

This position will be acting as the EA to our Site Director and may also remotely assist the Toronto Site Director with minor tasks.

Shift: afternoon hours. Potentially 1:00 PM - 5:30 PM, totaling 22 hours per week.

Primary Responsibilities

Duties adapt based on executive focus and department needs, including but not limited to:

• Executive Workflow Management: Oversee executive correspondence, track action items, and proactively resolve pending matters with minimal oversight.
• Information & Communication Handling: Filter inquiries, draft high-priority communications for executive signature, and disseminate leadership directives across cross-functional departments.
• Research & Data Analysis: Gather, evaluate, and synthesize complex datasets into comprehensive reports to inform executive decisions.
• Logistics & Event Planning: Assists in the end-to-end planning for meetings, large-scale conferences, project milestones, complex global travel itineraries, and expense reconciliation.
• Confidentiality: Maintain and safeguard sensitive organizational files, documentation, and records daily.
• Operational Liaison: Act as a central point of contact to align departmental projects with broader company objectives.

Administrative Overview

Primary Responsibilities

Duties adapt based on functional assignment, including but not limited to:

• Office & Clerical Operations: Manage daily front-office functions, phone inquiries, incoming/outgoing mail, and digital and physical filing systems in alignment with company protocols.
• Communication & Routing: Draft and manage standard correspondence, redirecting routine inquiries to free up departmental bandwidth.
• Data & Report Preparation: Collect, organize, and compile data from specified sources to create routine business reports and documentation.
• Schedule & Travel Logistics: Coordinate calendars, book internal/external meetings, arrange travel plans, and compile expense reports.
• Stakeholder Interaction: Serve as a reliable touchpoint for internal staff, vendors, and clients to resolve routine operational issues smoothly.

Overall Level Distinction: Senior Specialist

• Reports to one or more Vice Presidents operating within 1-4 leadership tiers of the CEO.
• Handles high-stakes internal and external interactions requiring extreme discretion, diplomacy, and integrity.
• Operates with high autonomy to address and resolve intricate operational challenges.
• May act as a team lead or working supervisor, offering guidance and problem-solving support to junior administrative personnel.

Qualifications & Competencies

• Education: High School Diploma or GED required; Associate's degree or higher preferred.
• Experience: 8+ years of progressive administrative support experience, ideally backing senior leadership or large operational teams. Global corporate experience and international travel coordination required.
• Technical & Analytical Aptitude: Proficient across relevant business software platforms; exceptional research, data compilation, and analytical capabilities.
• Core Skills: Outstanding written and verbal communication, impeccable attention to detail, strong time management, and a high commitment to internal customer service.