Executive Assistant
Description:
Job Description
Job Title: Executive Assistant / Team Project Coordinator
Location: Clarence, New York (On-Site)
Job Type: Full-Time
Pay: $18.00 – $25.00 per hour (Based on experience and qualifications)
Expected Hours: 40 hours per week
Reports To: Business Owner / Executive Team
Position Summary:
We are seeking a motivated and proactive Executive Assistant / Team Project Coordinator to provide high-level administrative support to the business owner and executive team. The ideal candidate is a self-starter with excellent communication, organizational, and problem-solving skills. This role is vital to improving productivity, streamlining operations, and supporting a fast-paced office environment.
You must be highly organized, detail-oriented, adaptable, and capable of managing multiple priorities while maintaining a high level of accuracy and discretion.
Required Experience:
Minimum of 2 years in a similar office-oriented role, such as Office Manager, Office Assistant, or Administrative Assistant.
Key Responsibilities:
Communication & Scheduling:
Greet clients and vendors professionally upon arrival.
Answer and direct phone calls; relay messages promptly and professionally.
Manage and respond to the owner's emails in a timely and organized manner.
Maintain the owner’s calendar; schedule appointments and meetings efficiently.
Coordinate both personal and professional appointments.
Arrange travel logistics including flights, accommodations, and itineraries.
Conduct weekly meetings with leadership to review open tasks and priorities.
Financial & Administrative Support:
Track and manage rents, loan payments, and other financial obligations.
Communicate with tenants or borrowers regarding payments and deadlines.
Coordinate with attorneys on legal matters (e.g., delinquencies, evictions, property sales).
Assist with personal financial management and organization of records.
Event Preparation & Production Support:
Conduct research and gather materials for event pre-production.
Support show preparation, including scheduling, script organization, and content planning.
Collaborate with production engineers to ensure seamless technical execution.
Use AI tools like ChatGPT for research, data compilation, and content development.
Documentation & Organization:
Maintain organized documentation in both physical and digital formats.
Scan and distribute documents across departments.
Prepare invoices, receipts, legal documents, and update company binders.
Record and distribute meeting agendas and minutes.
Office Management:
Open, sort, and distribute mail daily.
Complete bank deposits as needed.
Monitor and restock office supplies.
Prepare and ship promotional items and event materials.
Schedule and oversee service appointments and deliveries.
Maintain a clean, organized office space including lobby and common areas.
Event Coordination & Social Media Support:
Assist with event logistics, scheduling, and promotions.
Manage event registrations and follow-ups.
Coordinate social media activities across Facebook, Instagram, and YouTube.
Monitor and respond to messages to ensure audience engagement.
Collaborate with the team to improve brand presence and community interaction.
Required Skills & Qualifications:
Advanced communication and interpersonal skills.
Strong problem-solving abilities with a proactive mindset.
Proficient in Gmail, Microsoft Office (Word, Excel, PowerPoint, Outlook), Zoom, and project management tools.
Familiarity with AI tools like ChatGPT.
Ability to multitask and manage time effectively.
High attention to detail and confidentiality.
Financial literacy and comfort handling collections or sensitive data.
Experience working with legal documents or attorneys is a plus.
Understanding of event production and marketing support is desirable.
Education & Preferred Qualifications:
Associate or Bachelor’s degree in Business or related field (preferred).
Experience in financial or real estate industries is a plus.
Background in project coordination or executive-level administrative support.
Compensation & Benefits:
Competitive Pay: $18–$25 per hour (DOE)
Paid Time Off (PTO): Accrued after one year of employment
Professional Development: Access to training and certification opportunities
Growth Potential: Long-term advancement opportunities available
Performance Incentives: Salary increases, bonuses, and rewards based on performance
Additional Information:
Work Environment: In-person, located in Clarence, NY
Must be comfortable with cats (no allergies), as our office has a friendly feline companion!
Ability to commute to Clarence, NY 14031 is required.
If you are an organized, energetic professional with administrative experience and a desire to grow with a dynamic team, we encourage you to apply.
Full-time