Abacus is looking to hire a Part-time Executive Assistant in the Syracuse, NY area.
- This position will be acting as the EA to our Site Director and may also remotely assist the Toronto Site Director with minor tasks.
- Shift: afternoon hours. Potentially 1:00 PM - 5:30 PM, totaling 22 hours per week.
Primary Responsibilities
Duties adapt based on executive focus and department needs, including but not limited to:
- Executive Workflow Management: Oversee executive correspondence, track action items, and proactively resolve pending matters with minimal oversight.
- Information & Communication Handling: Filter inquiries, draft high-priority communications for executive signature, and disseminate leadership directives across cross-functional departments.
- Research & Data Analysis: Gather, evaluate, and synthesize complex datasets into comprehensive reports to inform executive decisions.
- Logistics & Event Planning: Assists in the end-to-end planning for meetings, large-scale conferences, project milestones, complex global travel itineraries, and expense reconciliation.
- Confidentiality: Maintain and safeguard sensitive organizational files, documentation, and records daily.
- Operational Liaison: Act as a central point of contact to align departmental projects with broader company objectives.
Administrative Overview
Primary Responsibilities
Duties adapt based on functional assignment, including but not limited to:
- Office & Clerical Operations: Manage daily front-office functions, phone inquiries, incoming/outgoing mail, and digital and physical filing systems in alignment with company protocols.
- Communication & Routing: Draft and manage standard correspondence, redirecting routine inquiries to free up departmental bandwidth.
- Data & Report Preparation: Collect, organize, and compile data from specified sources to create routine business reports and documentation.
- Schedule & Travel Logistics: Coordinate calendars, book internal/external meetings, arrange travel plans, and compile expense reports.
- Stakeholder Interaction: Serve as a reliable touchpoint for internal staff, vendors, and clients to resolve routine operational issues smoothly.
Overall Level Distinction: Senior Specialist
- Reports to one or more Vice Presidents operating within 1–4 leadership tiers of the CEO.
- Handles high-stakes internal and external interactions requiring extreme discretion, diplomacy, and integrity.
- Operates with high autonomy to address and resolve intricate operational challenges.
- May act as a team lead or working supervisor, offering guidance and problem-solving support to junior administrative personnel.
Qualifications & Competencies
- Education: High School Diploma or GED required; Associate’s degree or higher preferred.
- Experience: 8+ years of progressive administrative support experience, ideally backing senior leadership or large operational teams. Global corporate experience and international travel coordination required.
- Technical & Analytical Aptitude: Proficient across relevant business software platforms; exceptional research, data compilation, and analytical capabilities.
- Core Skills: Outstanding written and verbal communication, impeccable attention to detail, strong time management, and a high commitment to internal customer service.