Executive Assistant/REDC Event Planner Job at Empire State in Buffalo

* Applicants MUST submit a cover letter with resume to be considered.

* This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.

* Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.

BASIC FUNCTION:

To assist the Regional Director of ESD/WNY in the administration of policies, event planning and general business as it relates to WNY/ESD.

WORK PERFORMED:

• Manages and tracks project development duties alongside the Regional Director and Deputy Director.
• Scouting locations/sites, negotiating, managing required budget for event, and vendor relationships. While also communicating with important stakeholders in the Chamber.
• Works on special projects with the Regional Director and Deputy Director and others as assigned.
• Manage the daily activities of the Regional Director and Deputy Director such as travel, correspondence, schedule, phone messages.
• Provide oversight to administrative support staff in WNY when needed.
• Coordinate with other departments across ESDC and DED as needed to ensure proper handling of paperwork, timely payment of invoices and other policy and procedural tasks as needed.
• Coordinate with the preparation, proofreading, production and distribution of reports, agendas, presentations, and other documents as needed.
• Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, respond to general inquiries and refer callers to appropriate person or department.
• General administrative/secretarial duties include, but are not limited to typing documents, creating and maintaining file system, scheduling meetings, keeping appointments and calendars, making travel arrangements, making copies, scanning documents, etc.
• Arrange staff meetings, take meeting minutes, organize staff outings/tours/events, etc.
• Provide administrative support for Regional Economic Development Council meetings, activities, stakeholder engagement events, engagements with consultants.
• Timely and accurately submit travel vouchers and other travel documents for Regional Director, Deputy Director and WNY staff as needed.
• Acts as a backup administrative support to WNY Project Manager's as needed.
• Support office operations, manage supply inventory, other administrative operations as needed.
• Handle all-time records for WNY Region staff, reviews same and sends to ESD for processing (e.g. overtime arrangements, requisitions, new hires, etc.).
• Update Project Tracking System and access databases, as well as maintains hard copy central files.
• Oversees the implementation and development of a computerized correspondence database. Provide information important to the improvement of the program to ensure that all correspondence is accurately and accounted for in the WNY office. Create and manage contact database.

MINIMUM REQUIREMENTS:

Education Level required: High school graduate with some business school or college preferred. 6-8 years administrative experience.

Knowledge required: Solid knowledge of ESD/WNY Region, good communication skills, knowledge of social media sites such as LinkedIn, highly efficient, discreet and with good judgement. Strong experience with Microsoft office, PPT, proficient in Excel, PDFs, outlook, Zoom, Teams, Webex. Someone who is tech savvy that can adjust to new and old technologies.

APPROXIMATE HIRING SALARY: $55,000 to $58,000 (w/ comprehensive benefits package)

INQUIRE

Valeria DeJesus - HR Generalist

External Candidates: Please attach cover letter and resume. To apply copy & paste URL in browser: https://bit.ly/3APr8cp

Internal Candidates: Please apply through ADP using the Myself/Talent menu and submit your cover letter and resume for consideration.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY