Executive Assistant

Opta Group•Amherst, NY

About The Position

The Executive Administrative Assistant provides high-level administrative and organizational support to the VP of Finance, VP of Sales, and VP of Product Development. The role serves as a trusted partner to three senior leaders and calls for strong judgment, discretion, organization, and the ability to manage competing priorities in a fast-paced business environment. The ideal candidate is proactive, dependable, highly organized, and comfortable working independently. This is a full-time position averaging approximately 37.5–40 hours per week. The schedule aligns with regular business hours and the needs of the supported executives, with occasional flexibility for important meetings, travel coordination, or time-sensitive business matters. Success is measured by the ability to keep three senior leaders organized and prepared, communicate professionally, protect confidential information, anticipate administrative needs, follow through on commitments, and create additional capacity for the executives to focus on their highest-priority work. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties may extend beyond the listed responsibilities as business needs arise.

Requirements

At least 3 years of administrative or executive support experience.
Excellent organizational and time-management skills, with the ability to prioritize work across multiple executives.
Strong written and verbal communication skills and a professional communication style.
High level of discretion, judgment, integrity, and confidentiality.
Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
Strong attention to detail and consistent follow-through.
Ability to work independently, anticipate needs, and take ownership of assignments.
Comfort adjusting priorities and responding to changing business needs.

Nice To Haves

Experience supporting senior leaders.
Experience in a manufacturing, industrial, sales, finance, or corporate environment.

Responsibilities

Provide day-to-day administrative support to the VP of Finance, VP of Sales, and VP of Product Development, balancing priorities across all three functions.
Manage calendars, coordinate meetings, resolve scheduling conflicts, and help ensure leaders are prepared for upcoming commitments.
Coordinate internal and external meetings, including agendas, meeting materials, conference rooms, Microsoft Teams invitations, and follow-up items.
Assist with travel planning, itineraries, accommodations, and related logistics; prepare and process expense reports as needed.
Draft, edit, proofread, and format emails, correspondence, presentations, reports, and other business documents.
Organize and maintain confidential files, records, contact information, and department documentation.
Track action items, deadlines, and follow-up commitments from leadership meetings and key projects.
Assist with preparation and coordination for customer meetings, sales meetings, leadership meetings, conferences, and other business events.
Support Sales and Product Development with meeting coordination, presentation preparation, customer or product documentation, and administrative follow-up.
Support the VP of Finance and Finance organization with scheduling, document preparation, meeting coordination, and other administrative needs.
Act as a professional point of contact for employees, customers, vendors, and other external parties interacting with the supported executives.
Handle sensitive and confidential business, financial, personnel, customer, and strategic information with appropriate discretion.
Provide general office and project support and assist with special assignments as business needs arise.