Executive Assistant

Upstate Niagara Cooperative is seeking a highly motivated and organized individual to fill the role of Executive Assistant to the CEO.

As the Executive Assistant you will be responsible for providing crucial support to the CEO, Board of Directors, Cooperative Delegates and Executive Leadership team as needed.

This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and handle sensitive and confidential information with discretion.

Essential Duties and Responsibilities :

• Complete a broad variety of administrative tasks that assist the CEO to effectively lead the organization.
• Coordinate and manage other administrative positions at Corporate Headquarters as directed to support business activities.

This person will also liaison with UNC’s membership division to coordinate delegate meetings and member communications.

Calendar and Schedule Management : Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements.

Ensure executives are well-prepared for meetings with necessary materials, agendas, and relevant documents.

• Assist board members as requested including, but not limited to, meeting registrations, travel arrangements, and lodging.
• Communication and Correspondence : Draft, edit, and proofread various documents, including emails, presentations, reports, and memos.

Handle incoming and outgoing communication, screening calls and inquiries, and triaging messages efficiently.

Meeting Coordination and Support : Arrange and facilitate meetings, conferences, and other events, ensuring all necessary arrangements are made in advance.

Book meeting rooms, organize necessary equipment, and ensure audio-visual setup for virtual / remote participants.

• Provide overall administrative support to board members and to executives, including processing invoices, managing individual expense reports, preparing reimbursement requests, and assisting with internal communications as needed.
• Assist human resources in planning and executing company events, employee engagement activities, and board and leadership development events, such as team-building events and conferences.
• Maintaining confidentiality of information
• Coordinate and attend meetings Board, Delegate, and Committee meetings and record the official minutes of the meeting for the Secretary.
• Coordinate complex travel for UNC staff as requested, including flight bookings, accommodations, and ground transportation.

Prepare detailed itineraries and agendas.

• Maintain and organize confidential company files, ensuring information is readily available.
• Establish and maintain effective working relationships with internal and external stakeholders, including customers, partners, vendors, and staff.
• Administrate UNC’s expense reporting platform, administrate security access to the corporate office, direct corporate office space utilization planning and beautification, document retention coordination, and oversee mail distribution and reception.
• Other duties as assigned.

Required Qualifications :

• Proven experience as an executive administrator or similar role.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, and staff.
• Excellent verbal and written communication skills with excellent grammar and attention to detail.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• High level of proficiency with Microsoft Word, PowerPoint, Outlook, Excel, and video conferencing.
• Professional demeanor, adaptable, and has the ability to maintain composure under pressure.
• Exceptional problem-solving skills with the ability to work both independently and collaboratively in a team environment.
• Flexibility to occasionally work beyond regular office hours or weekends to fulfill executive and board requests.
30+ days ago