Executive Assistant

M3 Placement • Utica, NY

52d • Onsite

About The Position

Our client is seeking a highly polished, resourceful, and proactive Executive Assistant to provide direct support to a senior executive within a fast-paced and dynamic organization. This individual will play a critical role in managing executive operations, coordinating high-level communications, and ensuring seamless day-to-day administrative support. The ideal candidate is organized, detail-oriented, adaptable, and capable of handling confidential information with professionalism and discretion.

Requirements

• Bachelor’s degree preferred or equivalent professional experience.
• 5+ years of executive or senior-level administrative support experience, ideally supporting C-Level leadership.
• Strong ability to maintain confidentiality and exercise sound judgment.
• Comfortable working within Apple-based environments and technology platforms.
• Advanced Microsoft Office skills, particularly in Word, Excel, and PowerPoint.
• Excellent grammar, proofreading, typing, and communication skills.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Ability to quickly learn and navigate new systems and tools.
• Service-oriented, collaborative, and professional demeanor.
• Ability to work independently while managing multiple priorities and deadlines.
• Flexible schedule with the ability to respond to communications outside standard business hours when needed.
• Positive attitude, strong follow-through, and a willingness to learn and grow professionally.

Responsibilities

• Edit, proofread, and manage a wide range of professional documents and meeting materials, including correspondence, reports, presentations, agendas, and background documents.
• Coordinate and organize meeting materials, supporting documents, notes, action items, and follow-up communications.
• Manage and maintain a dynamic executive calendar, including scheduling, confirmations, rescheduling, and communicating updates to meeting participants.
• Welcome visitors and assist in coordinating executive functions, dinners, and organizational events.
• Ensure executive schedules remain accurate and up to date while proactively adjusting priorities as needed.
• Oversee incoming mail and hard copy correspondence, ensuring timely review and organization.
• Coordinate meeting and event logistics including travel, accommodations, catering, room setup, transportation, and printed materials.
• Screen and prioritize incoming communications and ensure prompt responses.
• Arrange and coordinate executive travel plans and itineraries.
• Assist with payroll-related administrative tasks and invoice processing.
• Handle sensitive and confidential information with a high level of professionalism and discretion.
• Provide exceptional service and communication to internal teams, external partners, and guests.
• Utilize office software, communication tools, and organizational systems to improve efficiency and productivity.
• Collaborate cross-functionally with internal departments to support organizational goals and executive initiatives.
• Proactively identify challenges and offer solutions while adapting to shifting priorities in a fast-paced environment.

Benefits

• Paid time off and paid holidays.
• Tuition assistance and professional development opportunities.
• Healthcare, dental, and vision benefits.
• 401(k) retirement plan with company contributions.
• Employee discounts and appreciation events.
• Career advancement opportunities within a large, diverse organization.
• Supportive and growth-focused workplace culture.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive