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Office Administrative Assistant

Rochester, NY · Administrative
TES Staffing is partnering with a wildly progressive tech company located in Henrietta to find an incredible, dynamic and professional Admin for their office.  This person will seamlessly manage diverse tasks with a sense of urgency and discretion. The role demands superior organizational skills, adaptability, and proactive judgment to maintain smooth operations amid evolving needs. This position is integral to enhancing organizational productivity. 
 
Details:
Monday - Friday in office - 7:45a-5:30(ish)
Contract to Hire - after 90 days
Salary- Depending on experience, starting at $25/hr
Full benefits and many ancillary perks upon perm hire. 
  • Benefits include: Medical Insurance, Free Healthcare Options, Dental Insurance, Vision Insurance, Health Screenings, Flu Shots, Paid Life Insurance, AD&D Insurance, Short Term Disability Insurance and Long Term Disability Insurance
  • Other perks include:  Unlimited PTO + Flextime, 401K with 3% Match, Investment in Professional Development, 9 Paid Holidays, Paid Maternity & Paternity Leave Time, Daily Lunch & Unlimited Snacks, Monthly Uber Stipend, Monthly Lunch and Learns, Volunteer Time Off + Donation Match and access to legal and tax advice!
 
Job Duties:
This job is not for the faint of heart.  It demands an unparalleled work ethic, the ability to pivot task on a dime, remain calm under pressure and have a "figure it out" attitude.  Working under the direction of the Senior Executive Assistant, you will be responsible for:
 Assisting in managing an extremely dynamic, constantly changing calendar of appointments (not just filling empty spaces)
  • Coordinating logistics for meetings or events (meals, room set up/take down, securing locations, etc)
  • Arranging travel as needed
  • Assisting with mailing, shipping, and errands as needed
  • Taking notes for company-wide meetings
  • Exercising judgment to prioritize urgent requests and needs
  • Managing urgent, sensitive, and confidential issues with discretion and integrity.
  • Greeting, welcoming, and directing all visitors appropriately
  • Managing conference room calendars daily to ensure availability and accuracy of scheduling to avoid any conflicts
  • Monitoring and ordering office supplies in coordination with the Front Office Coordinator
  • Ordering catering for the office, which includes planning, pick up, set up, and/or clean up when needed. 
  • Managing bookings for company sponsored perks and events
  • Assisting with budget tracking and cost management for office expenses
  • Sorting and distributing incoming mail, as well as receiving packages/deliveries
  • Ordering supplies and furniture for events as needed
  • Assisting the event planner with events as needed
  • Handle ad hoc projects, administrative tasks, and responsibilities as assigned
  • Acting as a backup to the Facilities Coordinator as needed
  • Acting as a backup to the Business Services Manager, providing coverage in all areas as needed
 How you will be successful:
  • You anticipate a need before there is one
  • You are always up for a challenge
  • You obsess over the smallest of details
  • You thrive under pressure
  • You appreciate that no two days are the same
  • You adapt when things go wrong, thinking logically about how to solve issues quickly
  What Experience you will need:
  • 3+ years experience as an administrative assistant or executive admin
  • Excellent organizational skills and attention to detail
  • Proficiency with technology (Windows and Mac)
  • Ability to prioritize tasks and manage time effectively
  • Reliable, discreet, and professional demeanor
  • Experience coordinating logistics for events
  • Ability to work independently and as part of a team

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