Senior Administrative Assistant/Executive Assistant

Job Description

Job Description

Senior Administrative Assistant/Executive Assistant

Insero Talent Solutions has partnered with a professional services company in the Rochester area to hire a Senior Administrative Assistant/Executive Assistant. This person will provide support primarily to our C-Suite. Being strong with multi-tasking/project management and the ability to work with multiple personalities are key for success in this role.

Responsibilities:

• Management and coordination of C-Suite calendars; scheduling of internal and external meetings via Microsoft Teams, Zoom, or in person coordination.
• Coordinate all aspects of executive travel, including flights, accommodations, ground transportation, and detailed itineraries, in alignment with company policies and preferences.
• Track and coordinate Executive/Company/Department administrative needs, including Executive meetings, board meetings, scheduling conferences, deadlines, and required documentation.
• Execute logistics for company events and internal gatherings, including founder visits, team retreats, social events, family night, and annual holiday party.
• Handle confidential business matters and work independently on special assignments while maintaining smooth operation of office responsibilities with discretion and polish.
• Handle preparations for meetings including creating agendas, preparing meeting materials and/or presentations, scheduling conference space, connecting meetings to the required technology.
• Maintain a comprehensive understanding of company policies, procedures, and members' methods of operation to conduct duties and responsibilities effectively and efficiently. Set priorities independently and often serve as point person for requests for information, requiring knowledge of the people and roles in the organization.

Preferred Qualifications

• 4+ years of experience in a similar senior/executive administrative assistant role is required. Experience working in a professional services company is highly recommended.
• Proven ability to manage complex calendars, travel, and logistics with precision.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• High degree of discretion and comfort handling confidential information.
• Proactive, solution-oriented self-starter with the ability to anticipate needs, take initiative, and operate independently.
• Strong technical aptitude and comfort navigating new tools, with experience using Microsoft 365 (PowerPoint, Excel, Outlook, Word), along with MS Teams and online calendar management tools.