Executive Administrative Assistant/Receptionist

Ivoclar NA • Town of Amherst, NY

9h • $24 - $31 • Onsite

About The Position

Ivoclar is seeking a highly organized, professional, and customer-focused Executive Administrative Assistant / Receptionist to serve as the first point of contact for visitors, customers and others. In this role, you will provide administrative support while ensuring the smooth day-to-day operation of the reception area and office services functions. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where exceptional service, discretion, and professionalism are essential.

Requirements

• Minimum of 5 years of executive administrative support experience.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to prioritize multiple assignments and meet deadlines in a dynamic environment.
• Strong interpersonal skills with the ability to interact professionally with all levels of the organization.
• Candidates must be legally authorized to work in the United States on a permanent basis.

Nice To Haves

• Associate's or Bachelor's degree.
• Experience planning and coordinating meetings
• Experience processing expense reports, preferably using Concur.
• Notary Public certification or willingness to become certified.

Responsibilities

• Greet, direct, and assist visitors.
• Maintain a positive first impression of Ivoclar through exceptional customer service.
• Handle incoming calls, mail, and email correspondence professionally and efficiently.
• Provide administrative support to the Executive Team, Office Services Manager, and Office Services team.
• Coordinate meetings, calendars, appointments, and video conferences.
• Prepare correspondence, presentations, reports, meeting materials, and meeting minutes.
• Maintain filing systems, databases, records, and other administrative documentation.
• Assist with special projects and departmental initiatives as assigned.

Benefits

• The hourly range for this position starts at $24.00/hour- $31.25/hour, depending on experience, qualifications and location. Final compensation will be determined during the interview process.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree