Executive Assistant

Job Description

Job Description

Job Profile

Job Title : Executive Assistant

Location : Buffalo, NY

Hire Type : Contingent

Pay Range : $55-$81K

Work Model : Onsite

Recruiter Contact : Amy Dugenske I adugenske@imaginestaffing.net I 716-256-1289

Nature & Scope : Positional Overview

Are you an organized, proactive professional looking for a dynamic opportunity to support executive leadership? Our client is seeking a highly skilled Executive Assistant for a contingent role to provide top-tier administrative and operational support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO) at their facility. In this role, you will coordinate office processes, manage high-priority and confidential matters, and ensure seamless communication for executive leadership. You must be intuitive, adaptable, and able to handle shifting priorities with discretion and professionalism. If you thrive in a fast-paced environment and are ready to take on a key role in executive operations, we invite you to apply today!

Role & Responsibility :

Tasks That Will Lead To Your Success

• Review, prioritize and process incoming correspondence and materials via US mail, interdepartmental mail and email. Bring urgent and important items / matters to the attention of CFO / COO.
• Works independently using excellent judgment, and communication skills, as well as demonstrated skills in organization, professionalism, etiquette and technology.
• Manages a wide range of tasks, deadlines and schedules, screening calls, and preparing a variety of specialized documents, while maintaining a high level of confidentiality.
• Coordinates and provides consistent timeliness and accuracy of reports generated and submitted by CFO / COO (Financial Statements / Budget Reports, Operational Reporting, Regulatory Reporting, Epic Dashboards & Reports, etc.)
• Manages all workflows generated through ERP System workflows including invoicing, requisitioning, and other applicable approvals.
• Assists with the development of presentations. Provides research and administrative support to specific projects. Manages a wide range of tasks, deadlines.
• Coordinates details relating to events, meetings and program location, audiovisuals, notification, attendance, and other tasks as needed.
• Prepares all meeting materials including agendas, minutes, copies, sign in sheet, etc. and ensures that all materials are provided at least 24 hours in advance.
• Minutes taken will be typed and prepared within one week of meeting, minutes will be distributed to appropriate parties a week before scheduled meeting or planned distribution of materials.
• All meeting participants are notified timely of location and meeting time.
• Able to interpret and summarize relevant information.
• Ensures meeting rooms are set up appropriately (IT equipment, seating, etc.)
• Prepares communication as needed & follow-up on outstanding requests.
• Ensure department Policy & Procedures are consistent with System practice and community standards.
• Approves electronic timecards in an accurate and timely manner, coordinates and tracks time off for Direct Reports inclusive of the respective departments as needed.
• Submits financial statements and supplemental financial reports to appropriate parties as needed to timely distribute board materials.
• Collaborating with CFO, Chief Legal Officer, VP of Finance, Corporate Controller and other Leaders, draft agenda’s, accumulate materials, and distribute materials to Board Committee members via Directors Desk.
• Duties may also include setting up meetings, contacting committee members, and preparing rooms as needed.
• Duties also include preparing meeting minutes. Applicable Committees as follows, Finance & Operations Committee, Audit Committee, Strategic Planning Committee.
• Organizes and maintains office
• Acts as initial representative of the office by greeting visitors and facilitating positive interaction.
• Assumes responsibility for the office environment keeping the office supplied with all material in its appropriate place.
• Maintains all information in absolute confidence.
• Works with CFO / COO on special projects, as needed.
• Knows there is a compliance program.
• Verbalizes potential non-compliant risk areas within job duties and / or department, verbalizes duty to report potential or actual non-compliant concerns and types of reporting mechanisms available
• Maintains top executive administrative level skill sets, proficiency, presence, and professionalism reflective of the role, the department and organization.
• All other duties as assigned by executives.

Skills & Experience

Qualifications That Will Help You Thrive

Salary : $55,000 - $81,000