Executive Travel Operations Jobs in Rochester, NY

FLSA Status: Exempt
Reports to: President and Director of Operations

POSITION SUMMARY
Executive Assistant
Functions as the key support person in the management, coordination, and implementation of the operations of the President and Director of Operations. Organizes and coordinates executive outreach and external relations efforts. Will have the ability to exercise good judgment in a variety of situations, and the ability to maintain a realistic balance among multiple priorities. The Executive Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

RESPONSIBILITIES

1. Completes a broad variety of administrative tasks, including but not limited to: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
2. Plans, coordinates, and ensures the schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President.
3. Communicates directly, and on behalf of the President with others, on matters.
4. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
5. Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the company and keeping the President updated.
6. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
7. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
8. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
9. Assists in scheduling meetings, coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
10. Facilitates coordination of travel and outreach plans.
11. Performs all other duties as assigned, including a accurate account of all LLC and data derived from them.

QUALIFICATIONS

• 4+ years of experience supporting C-Level Executives
• Construction background preferred
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Quickbooks, ProCore, preferred

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
• Expert level written and verbal communication skills
• Demonstrates proactive approach to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

PHYSICAL REQUIREMENTS

1. Prolonged periods of sitting at a desk and working on a computer.
2. Must be able to lift up to 15 pounds at times.
3. Position is based on site in an office environment.