What are the responsibilities and job description for the Executive Assistant position at AAA Western and Central New York?
At AAA Western and Central New York, our Associates are committed to providing our members with a totally satisfying experience. Therefore, we seek Associates who are dedicated to this purpose, people who truly demonstrate compassion, empathy and unsurpassed service. These are the people that help us create a loyal membership base that strengthens our mission—to be our members’ most trusted provider of high quality automotive, travel, insurance and other relevant products and services that offer safety, security, peace of mind, value and convenience.
Benefits
AAA Western and Central New York is regularly recognized as one of the best & healthiest places to work in the WNY & CNY area. In addition to a market competitive salary, Associates are eligible for a wide selection of benefits (dependent upon position) including:
40% Executive Support: Complete a broad variety of administrative tasks for the President & CEO and other members of the Executive Team, including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; and arranging complex and detailed travel plans, itineraries, and agendas. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office. Provide "gatekeeper" role, creating win-win situations for direct access to the CEO's time and office. Communicate directly with Board members, AAA, Inc. staff and others, on matters related to the Executive Team’s initiatives. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response. Arrange & coordinate meetings/events (Board retreats, management dinners, etc.). Provide a bridge for smooth communication between the Executive office and internal departments, demonstrating leadership to maintain credibility, trust and support with staff. Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Carry out personal tasks for the CEO as required. 25% Board Support & Liaison: Serve as the Executive team liaison to the board of directors Assist board members with travel arrangements, lodging, and meal planning as needed. Maintain discretion and confidentiality in relationships with all board members. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and
board committee matters, including advance distribution of materials before meetings in electronic format. 20% Senior Management Liaison: Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending/notetaking at all meetings. Assist in coordinating the agenda of senior management team meetings and off-sites. 15% Communications: Fields calls for Executive Team. Communicates messages for associates, directors, and members. Research and respond to associate and member inquiries, comments, and concerns. Edits and completes first drafts for written communications to external stake holders.
Job Specific Requirements
Benefits
AAA Western and Central New York is regularly recognized as one of the best & healthiest places to work in the WNY & CNY area. In addition to a market competitive salary, Associates are eligible for a wide selection of benefits (dependent upon position) including:
- Medical, Dental, Life and AD&D Insurance
- Flexible work schedules
- Pre-Tax & Roth 401(k) plan with company match
- Health Spending Accounts with company contribution & Flexible Spending Accounts
- Company Paid Short-term & Long-term disability
- Paid time off
- Tuition reimbursement & company-paid training programs
- FREE AAA membership & travel / product discounts
40% Executive Support: Complete a broad variety of administrative tasks for the President & CEO and other members of the Executive Team, including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; and arranging complex and detailed travel plans, itineraries, and agendas. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office. Provide "gatekeeper" role, creating win-win situations for direct access to the CEO's time and office. Communicate directly with Board members, AAA, Inc. staff and others, on matters related to the Executive Team’s initiatives. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response. Arrange & coordinate meetings/events (Board retreats, management dinners, etc.). Provide a bridge for smooth communication between the Executive office and internal departments, demonstrating leadership to maintain credibility, trust and support with staff. Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Carry out personal tasks for the CEO as required. 25% Board Support & Liaison: Serve as the Executive team liaison to the board of directors Assist board members with travel arrangements, lodging, and meal planning as needed. Maintain discretion and confidentiality in relationships with all board members. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and
board committee matters, including advance distribution of materials before meetings in electronic format. 20% Senior Management Liaison: Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending/notetaking at all meetings. Assist in coordinating the agenda of senior management team meetings and off-sites. 15% Communications: Fields calls for Executive Team. Communicates messages for associates, directors, and members. Research and respond to associate and member inquiries, comments, and concerns. Edits and completes first drafts for written communications to external stake holders.
Job Specific Requirements
- Must be flexible and creative and enjoy working within an environment that is mission-driven, results-focused and community oriented
- Ability to exercise sound judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
- Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
- Strong knowledge of Microsoft Office products & Adobe Acrobat
- Strong knowledge of AAA policies, practices, products, and services
- Ability to perform routine office tasks that includes operating a computer for long periods of time, sitting, filing and communicating on the phone
- Ability to perform all physical functions consistent with travel including sitting in airplanes and driving for long periods of time
- Must be able to lift, carry, push, pull a maximum of 30 lbs
Salary : $60,160 - $84,931
