Executive Assistant

Graphenix Development•Rochester, NY

2d•$60,000 - $70,000•Onsite

About The Position

The Executive Assistant is a high-level strategic partner who manages the professional life of our senior executives. Unlike a general administrator, an EA acts as a "force multiplier," anticipating needs, filtering distractions, and ensuring the executive’s time is spent on their highest-priority goals. You will report to the CEO but you will work with the team to manage and execute on every-day tasks as well as ad hoc projects. You will be instrumental in ensuring the smooth flow of the day-to-day office operations. We will count on you to provide an excellent level of service in the areas of operations, staff cohesion, and external partner relationships.

Requirements

Proficient with Microsoft 365 Office Suite.
Applicants must be authorized to work in the United States.

Nice To Haves

5+ years supporting C-suite or senior-level executives.
High "figure-it-out" factor; ability to navigate ambiguity and find solutions independently.
High emotional intelligence (EQ), diplomacy, and the ability to remain calm under pressure.
Flexibility to provide support outside of standard 9-to-5 hours when critical issues arise.
Bachelor's degree

Responsibilities

Strategic Calendar & Time Management
Manage complex, shifting calendars with a mastery of time-zone logistics and priority conflict resolution.
Act as a "gatekeeper," vetting meeting requests and protecting the executive's time for "deep work."
Ensure the executive is fully prepared for every engagement with necessary briefings, bios, and documents.
Communication & Liaison
Draft, edit, and proofread high-level correspondence, speeches, and internal announcements.
Serve as the primary point of contact between the executive and internal/external stakeholders (clients, board members, and staff).
Handle sensitive information with absolute confidentiality and professional "poker-face" discretion.
Travel & Logistics Coordination
Arrange intricate domestic and international travel itineraries, including flights, visas, ground transport, and lodging.
Provide "on-call" support during travel to handle last-minute delays or itinerary changes.
Manage and reconcile complex expense reports and departmental budgets.
Project Management & Special Assignments
Track the executive’s action items and follow up with team members to ensure deadlines are met.
Conduct research and prepare executive summaries on market trends, competitors, or internal metrics.
Lead or assist in the planning of board meetings, retreats, and high-profile company events.