Executive Assistant

Description

Executive Assistant

Pay Range: $60,000.00 - $70,000.00 Annually

Job Summary:

Under the supervision of the Executive Administration Manager, this position provides executive-level administrative support to all Senior Vice Presidents. The Executive Assistant proactively manages calendars, coordinates meeting logistics and materials, arranges business travel, and maintains credit card documentation and submissions. The role focuses on efficient logistics rather than meeting content, handles highly confidential and sensitive information, and interfaces professionally with internal and external contacts at all levels of the organization. Independent judgment is required to anticipate needs, manage competing priorities, and organize a diversified workload.

Essential Job Duties and Responsibilities: (Additional duties may be assigned)

• Proactive Calendar Maintenance for All SVPs
• Proactively manages and maintains calendars for all SVPs, anticipating scheduling needs, resolving conflicts, and ensuring adequate preparation and travel time.
• Schedules and confirms internal and external meetings, appointments, and recurring commitments.
• Communicates schedule changes promptly and maintains accurate, up-to-date calendar details.
• Meeting Logistics
• Coordinates meeting logistics for all SVPs, including scheduling, sending invitations, tracking confirmations, and communicating logistical details.
• Schedules and reserves meeting rooms and coordinates virtual meeting access as needed.
• Gathers, organizes, and distributes documents and materials in advance of meetings, with responsibility focused on logistics and readiness rather than developing meeting content.
• Travel Coordination
• Coordinates domestic and international business travel for SVPs, including booking flights, hotels, ground transportation, and other required arrangements.
• Prepares and communicates complete travel itineraries, monitors changes, and resolves travel-related logistical issues.
• Credit Card Maintenance
• Maintains complete and accurate credit card records for assigned SVPs.
• Collects and submits receipts to Finance, completes the appropriate forms, codes expenses as required, and ensures timely reconciliation and approval.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Supervisory Responsibility There is no supervisor responsibility for this role

Position Type and Expected Hours of Work This is a full-time, in office position. Days and hours of work are Monday through Friday, 9 a.m. to 5:00 p.m.

Travel: Minimal travel may be required to support off-site meetings within the Greater Syracuse/Central New York region. Minimum Required Education and Experience:

• Associate degree or Bachelor’s degree preferred; high school diploma or equivalent required.
• A minimum of five years of experience in an administrative role.

Special Requirements: This role requires a detail-oriented individual with strong organizational skills, proficiency in data entry, the ability to work effectively both independently and as part of a team, and excellent customer facing verbal and written communication skills.

Knowledge, Skills, and Abilities

• Excellent technical proficiency with Microsoft Word, PowerPoint, Excel, Outlook, Zoom, Microsoft Teams, Salesforce, and SharePoint.
• Exceptional organizational and time-management skills with the ability to manage competing priorities and deadlines while supporting multiple senior executives.
• Excellent written and verbal communication proficiency.
• Proficiency with calendar, email, and document management tools.
• Personal Effectiveness and Credibility.
• Thoroughness and attention to detail.
• Collaboration Skills.
• Flexibility and adaptability in a fast-paced environment.
• High degree of discretion and professionalism in handling confidential information.

Physical and Mental Requirements: This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners and file storage. Some meetings may take place at off-site locations.

Disclaimer

• All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
• This job description in no way states or implies that these are the only duties to be performed by the employee(s) occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor.
• The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.
• This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

CenterState CEO is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer without regard to race, creed, national origin, religion, sex (including pregnancy, childbirth or related medical conditions), gender, gender identity, age, marital status, physical or mental disability, predisposing genetic characteristics, sexual orientation, domestic violence victim status, military status or veteran's status.