Senior Executive Assistant to the CEO

ESL | Rochester, NY

Posted Date 4/02/2024
Description

Hours:

40

Schedule:

Monday - Friday 8:00 a.m. - 5:00 p.m. Must be flexible to meet current and future business needs. This position is hybrid and remote eligible for up to 20% of the time. The office location for this position is at ESL Corporate Headquarters in Rochester, NY.

Pay:

$33.51 per hr.

Purpose of Position:  

The Senior Executive Assistant to the CEO is responsible for managing and providing a broad range of high level administrative and executive assistant duties for the Office of the Chief Executive Officer (CEO). This position performs advanced-level administrative work of a complex nature including planning, coordinating, organizing and producing work that requires a high level of discretion and confidentiality.

Accountabilities:

Provide critical support to the President & CEO and Board of Directors 

• Manage calendars (internal and external stakeholders) including conflicts, priorities, recurring meeting rationalization, and management of daily and weekly schedules and manage yearly corporate scheduling.

• Assist in managing and prioritizing daily workflow, including preparing materials and clear, well-written, communication for a wide range of audiences.

• Plan and coordinate travel and travel itineraries for the CEO, Board of Directors, and/or executive team when necessary.

• Develop professional relationships with key internal and external contacts, including ESL’s Board of Directors.

• Engage customers and other parties as they contact the CEO’s office to determine appropriate action on behalf of the CEO. 

• Leverage resources to accomplish objectives effectively and take initiative to improve office environment and operations as needed.

• Execute special or continuous research and data analysis tasks. Analyze problems, determine approach, apply critical thinking, compile and analyze data and prepare reports and recommendations.

• Manage and prepare meetings, including the Board of Directors and Annual Meeting of Members, by coordinating presentations, visuals, agendas and minutes as needed. 

• Provide support by maintaining expert level knowledge of board room technology and act as a subject matter expert for the Administrative Support Team.

• Schedule CEO events and meetings that involve the Board of Directors, senior management, outside Boards, and various outside participants.

• Prepare, submit and track expense reports, maintain records and coordinate approvals when necessary for CEO and Board of Directors.

• Manage and complete yearly budget for the CEO.

• Act as administrator for the Board Books software application system. 

Administrative Support Team 

• Work with Executive Assistants to coordinate senior manager calendars and resolve conflicts.

• Determine critical CEO office tasks and ensure adequate Administrative Support backup. Mentor peers to provide ongoing communication and updates.

• Maintain electronic and paper filing systems critical to Executive daily tasks.

• Order supplies and manage inventories for the CEO office.

• Provide backup support to fellow team members.

Increase knowledge and skillset to provide value to ESL’s changing needs.

Qualifications:

  • High School diploma or High School equivalency diploma required.
  • Bachelors Degree in Office Technology/ Secretarial Science/ Business or four years of equivalent experience to include supporting executive leaders, in an administrative role, is required.
  • Minimum of 7 years’ experience with at least 3 years in an administrative assistant role supporting executive leaders.
  • Must possess the highest level of integrity with the ability to maintain confidential information and a demonstrated level of discretion when handling privileged content.
  • Demonstrated ability to work effectively with individuals from diverse communities and cultures
  • Ability to think and act independently.
  • Strong administrative and organizational skills with the ability to accomplish responsibilities with minimal supervision.
  • Strong experience in Microsoft Office, including Outlook, Word, Excel and PowerPoint.

We’re committed to diversity, equity, and inclusion. ESL recognizes the importance of a culture that embraces diversity and values individual differences. We are committed to cultivating a diverse workforce at all levels that mirrors the communities we serve. We welcome applications from people with diverse perspectives and backgrounds. We strive to create an inclusive, respectful and equitable environment, which makes ESL a great place to work!

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Salary33.51 Hour
Employment Type
Full Time

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