Executive Assistant Executive Assistant Jobs in Rochester, NY

Job Purpose:

The primary function of this role is to provide excellent customer service to all staff and visitors, creating a positive overall EPI experience. This role will also include administrative duties as assigned by the Executive Assistant.

Hiring Range : $17.50 /hr - $19.00 /hr commensurate with experience

Essential Functions:

• Serve visitors by greeting, welcoming, and directing them according to internal procedures.
• Notify appropriate staff member(s) of visitor arrivals.
• Has access to and understands department directories to connect visitors with appropriate staff member(s).
• Ensure security by adhering to current visitation procedures, including preparing sign-in sheets daily and securing them per internal procedures, and issuing visitor badges.
• Operate multi-line phone system, to include retrieving phone messages from the general mailbox throughout the day.
• Posts outgoing mail using department billing codes. Prepare and post certified mail. Occasionally bring certified mail or payroll checks to the post office.
• Run monthly postage report on the first day of the month and provide to Finance department.
• Run monthly vehicle log report and provide to Vehicle Safety Coordinator.
• Make copies, create signage, and perform administrative duties as requested.
• Sort incoming and outgoing mail. Notifies necessary department of package arrivals.
• Keep a safe and clean reception area by complying with procedures, rules, and regulations.
• Document and schedule all appointments and meetings for Human Resources and the Clinical team on calendar for the Triangle Room and post weekly schedule at beginning of each week.
• Provide input on the Administrative Standard of Operations Procedures.
• Perform other duties as assigned by Executive Assistant and/or designee within scope of practice.

Non-Essential Functions:

• Participate on various committees as able.
• Other duties as assigned within scope of practice.

Compliance:

• Must maintain confidentiality and exercise discretion concerning all business-related matters, including but not limited to board/vendors/donors’ names, investigations, finance, operations, and employee relations matters.
• Must be willing to complete specific company required trainings as mandated by our governing agency, Office for People with Developmental Disabilities (OPWDD), at time of hire and annually thereafter.

• • Must adhere to all departmental /company policies & procedures at all times & ensure compliance with direct report.

Professional Deportment:

Consistently demonstrate EPI’s Values:

1. Integrity
   • I will do what I say I will do.
   • I honor my commitments, follow up, and adjust expectations if circumstances change.
   • I do the right thing when no one is watching.
2. Courage
   • I own my responsibilities and take initiative without being told to do something.
   • I do not shy away from difficult conversations. I will give and receive honest feedback.
   • I constructively share my ideas and lean into disagreements for the betterment of the organization.
3. Adaptability
   • I am open to different ideas and ways of accomplishing our mission.
   • I am approachable and work to develop self-awareness around how I am being perceived by others.
   • I own my mistakes and learn from them.
4. Respect
   • I treat others the way they want to be treated.
   • I am courteous, responsive, and presume best intentions.
   • I recognize and acknowledge positive actions and contributions. I give credit where it is due.
   • I listen to understand and reframe my message to ensure I am understood.

Education and Experience:

• • Minimum high school diploma/GED, with minimum of two (2) years’ experience in customer service.

Supervision:

None

Computer Skills:

• Strong working knowledge of Microsoft programs to include Email, Word, Excel, PowerPoint, Teams.

Qualifications:

• Must possess and maintain a valid NYS Driver’s License-use of an agency vehicle is required for business travel.
• Solid verbal and written communication skills, with demonstrated ability to communicate with all a diverse work population of various levels within the organization.
• Mature interpersonal/professional skills to effectively collaborate, resolve issues, and maintain confidentiality.
• Demonstrated ability to use poise, tact, maturity, and diplomacy during difficult and/or stressful situations to effectively collaborate and resolve issues.
• Proven ability to work in a fast-paced environment, with demonstrated ability to manage multiple tasks, and customer requests, while meeting deadlines.

Physical Demands:

The physical demands described below are representative of those that are required to successfully perform the essential functions of this job. Individuals with disabilities, which impact their ability to perform the essential functions, will need to review reasonable accommodations with Human Resources.

• • Must be able to talk, hear, stand, walk, and/or sit for extended periods of time; may have to twist, bend, use hand to finger, stretch with hands and arms. 
  • Specific vision abilities required by this job include close vision and ability to adjust focus
• May be exposed to strong odors from time to time.
• Must be able to lift and carry up to 50 lbs.

While performing the duties of this position, exposure to changing weather conditions will occur.