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Executive Administrative Assistant

Victor, NY · Administrative
TES Staffing is searching for an Executive Administrative Assistant on the east side of Rochester.  Working within a tight knit team, this person will help in supporting very high level executives. 

As a member of this team, we are expecting someone to support the Administrative and Finance teams by providing administrative and analytical assistance as required, specifically supporting the Operations Specialist and the Flight Scheduling Manager. This will include, but is not limited to, administrative tasks such as handling correspondence, maintaining calendars, completing and reviewing bank, financial, and other applications, and document filing. Another large part of this role worth noting, will be to participate in the Company’s document transition from server to cloud-based platform.

Details:
Monday-Friday 9a-5p. In office three days/week
Pay: Depending on experience, starting at $45/k
Must have excellent references, solid background and strong attention to detail.
Responsibilities:
  • Provides superior support to Operations Specialist and Flight Scheduling Manager.
  • General administrative duties including filing, sorting and directing mail, photocopying, scanning,
  • etc.
  • Maintain the ability and willingness to be hands-on in the day-to-day office operations.
  • Involved in preparing and formatting information for internal and external distribution. This may
  • include drafting letters and memos, compiling data for reports, editing, proofreading and other
  • information preparation duties.
  • Responsible for word processing, document creation, drafting correspondence, and spreadsheet
  • maintenance.
  • Assemble information, prepare, and maintain reports and various applications, as needed. Handle
  • routine information requests, as needed, with guidance from the Operations Specialist.
  • Responsible for managing both electronic and paper filing systems, as well as assist in the
  • transition from server-based records to cloud-based.
  • Partner, communicate and coordinate with third-party providers on behalf of the office and its
  • clients. Provide administrative support in the assistance with special projects, as needed.  
  • Act as dedicated back-up to Flight Scheduling Manager.
  • Various, significant administrative duties in support of the Scheduling Manager and the scheduling
  • of client aircraft. It will be customary to have some days dedicated solely to scheduling when the
  • Scheduling Manager is not available.
  • Monitor, maintain, and keep organized an active email inbox.
  • Must be open to maintaining a flexible schedule with hours worked based on client demand and
  • needs. Weekend work may be required.
  • Partner, communicate and coordinate with third-party aviation experts on behalf of clients,
  • providing all third parties with the information necessary to best accommodate efficient and
  • appropriate travel.
  • Add, cancel, or make changes to flights on the aircraft schedule.
  • Proactively communicate and resolve scheduling conflicts.
  • Plan and prepare for peak flight times such as holidays and school breaks and arrange for
  • appropriate accommodations for all travelers.

Qualifications:
  • Hold very strong administrative, organizational, and interpersonal skills
  • Must be highly detailed-oriented
  • Must habitually check own work to avoid errors
  • Must have the ability to multi-task in a fast-paced environment
  • Ability to prioritize and manage a high volume of administrative work
  • Ability to support multiple persons at the same time
  • Must maintain confidentiality of matters
  • Proactive self-starter
  • High proficiency with electronic calendaring, Microsoft Word, Excel, and Power Point
  • A minimum of three to five years experience in administrative support required

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