Administrative Assistant

Carestream•Rochester, NY

1d•Hybrid

About The Position

The Administrative Assistant provides administrative and operational support to the VP of DR Operations, the DR Operations leadership team, and site personnel. The role coordinates meetings, travel, communications, purchasing activities, employee events, and office services, and serves as a key point of contact for employees, vendors, customers, and visitors. It supports efficient organizational, facility, and day-to-day business operations. This is an office-based role at 1049 W. Ridge Road, Rochester, NY 14615. The stated hours of operation are 8 a.m. to 5 p.m., Monday through Thursday, with the option to work from home on Friday. Compensation is $56,000 to $65,000, depending on experience and other relevant factors, including geographic market differentials.

Requirements

At least 5 years of work experience, preferably including at least 3 years in a similar role supporting business leaders.
Ability to maintain strict confidentiality and appropriately handle sensitive employee, business, and leadership information.
Ability to work in a high-activity office.
Ability to manage multiple responsibilities and respond to tight deadlines.
High proficiency in Microsoft Word, Excel, and PowerPoint.
Proficiency in Microsoft Office, ideally Office 365.
Proficiency in Microsoft Teams, Zoom, or equivalent.
Strong attention to detail.
Ability to prioritize, coordinate, and schedule meetings.
Ability to manage highly confidential incoming and outgoing communications.
Organized, reliable, professional, friendly, helpful, and a team player.
Strong verbal interpersonal skills to achieve the intended purpose of communications.
Flexibility and frustration tolerance when handling unexpected problems, multiple deadlines, or difficult requests.
Strong initiative, including willingness to learn new tools, independently seek answers, and use resources to solve problems.

Nice To Haves

Experience managing travel and expense management.
Ability to process purchase orders and set up invoices for payment.

Responsibilities

Handle daily administrative assignments from the VP of Operations and the DR Operations leadership team.
Coordinate travel, including flights, hotels, and ground transportation.
Manage and disposition purchase orders generated by the organization.
Distribute organizational communications and announcements, including organizational changes and key messages.
Organize meetings, conferences, and workshops, including logistics and advance distribution of materials.
Coordinate employee events, celebrations, and lunches.
Maintain leadership and organizational distribution lists.
Serve as a point of contact for employees, vendors, and customers visiting the site.
Order and maintain office supplies.
Manage facility-related requests and vendor interactions.
Support onboarding and offboarding activities and submit PCDRs.
Create purchase requisitions and purchase orders.
Approve time exceptions and manage vacation schedules.
Set up and take notes for MOR, S&OP, and DR Operations leadership team meetings.
Manage file-share group lists for DR and the SQA lab.