Administrative Assistant

Job Title: Administrative Assistant
Location: Elma, NY (14059)
Duration: 12 months
Shift Hours: Mon-Fri, 10 AM - 2 PM (but can be flexed per HM)
Work Mode: This position is a hybrid role, with majority of days being remote.

Training:

• Contractor is expected to be onsite when they have scheduled trainings that they need their assistance with facilitating or organizing in person materials.

GENERAL FUNCTION:

• Provides comprehensive hybrid (inperson or remote) part-time administrative and coordination support to the assigned team, ensuring smooth execution of daily operations, meetings, travel, and events through effective organization, communication, and follow-through.

NATURE AND SCOPE:

• This role operates with moderate autonomy and requires strong coordination across internal teams, including collaboration with other administrative assistants.
• The position supports multiple priorities simultaneously, manages time-sensitive logistics, and interfaces with vendors, employees, and leadership while adhering to established policies and procedures.

REQUIREMENTS FOR THIS POSITION:

General:

• Proficiency with Microsoft (Outlook, Word, Excel, Teams).
• Demonstrated ability to manage calendars, travel arrangements, expense reports, and event logistics.
• Strong written and verbal communication skills with high attention to detail.
• Ability to handle confidential information with professionalism and discretion.

Education:

• Associate degree or equivalent work experience required; Bachelor s degree preferred.

Experience:

• Minimum of 2 years of experience in an administrative, coordination, or office support role.

ACCOUNTABILITIES:

• Coordinate meetings, events, and team activities, including catering and logistics.
• Book travel and process expense reports accurately and in a timely manner.
• Draft, format, and distribute documents, memos, and communications as needed.
• Order office and event supplies and liaise with vendors.
• Ensure administrative processes are completed efficiently, compliantly, and on schedule.
• Maintain a high level of responsiveness and service to supported stakeholders.