Executive Assistant

Centerstate Corporation for Economic Opportunity•City of Syracuse, NY

9d•$60,000 - $70,000•Onsite

About The Position

The Executive Assistant provides executive-level administrative support to all Senior Vice Presidents under the supervision of the Executive Administration Manager. The role proactively manages calendars, coordinates meeting logistics and materials, arranges domestic and international business travel, and maintains credit card documentation and submissions. It focuses on efficient logistics rather than meeting content and requires handling highly confidential and sensitive information, professional interaction with internal and external contacts at all organizational levels, and independent judgment to anticipate needs, manage competing priorities, and organize a diversified workload. This is a full-time, in-office position, Monday through Friday, 9 a.m. to 5 p.m. Minimal travel may be required to support off-site meetings in the Greater Syracuse/Central New York region. The role has no supervisory responsibility. The salary range is $60,000 to $70,000 annually.

Requirements

High school diploma or equivalent required.
A minimum of five years of experience in an administrative role.
Detail-oriented with strong organizational skills.
Proficiency in data entry.
Ability to work effectively independently and as part of a team.
Excellent customer-facing verbal and written communication skills.
Technical proficiency with Microsoft Word, PowerPoint, Excel, Outlook, Zoom, Microsoft Teams, Salesforce, and SharePoint.
Exceptional organizational and time-management skills, including the ability to manage competing priorities and deadlines while supporting multiple senior executives.
Proficiency with calendar, email, and document management tools.
Personal effectiveness and credibility.
Thoroughness and attention to detail.
Collaboration skills.
Flexibility and adaptability in a fast-paced environment.
A high degree of discretion and professionalism when handling confidential information.
Ability to perform sedentary work and occasional filing, including lifting files, opening filing cabinets, and bending or standing as necessary.

Nice To Haves

Associate degree or bachelor's degree preferred.

Responsibilities

Proactively manage and maintain calendars for all Senior Vice Presidents, anticipating scheduling needs, resolving conflicts, and allowing adequate preparation and travel time.
Schedule and confirm internal and external meetings, appointments, and recurring commitments; communicate schedule changes and maintain accurate calendar details.
Coordinate meeting logistics, including scheduling, invitations, confirmation tracking, and communication of logistical details.
Reserve meeting rooms and coordinate virtual meeting access as needed.
Gather, organize, and distribute meeting documents and materials in advance, focusing on logistics and readiness rather than developing meeting content.
Coordinate domestic and international business travel, including flights, hotels, ground transportation, and other required arrangements.
Prepare and communicate travel itineraries, monitor changes, and resolve travel-related logistical issues.
Maintain complete and accurate credit card records for assigned Senior Vice Presidents.
Collect and submit receipts to Finance, complete forms, code expenses as required, and ensure timely reconciliation and approval.
Perform other job-related duties as assigned.