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Executive Assistant - Auburn NY

Cayuga Centers Auburn Full-Time
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Job Description:

JOB OBJECTIVE:While maintaining a positive and friendly attitude, provide administrative and secretarial support to the President & CEO - but not limited to - greeting visitors and screening telephone calls; gathering data and compiling leading and lagging indicator reports; conducting projects and assignments; photocopying materials; maintaining files; ordering supplies; and issuing correspondence. The position of the Assistant to the CEO requires - by nature of its connection to the President & CEO - involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.


  • Provide administrative support to the President & CEO

  • Coordinate his calendar, scheduling meetings and readjusting as needed

  • Perform a variety of administrative or executive support tasks that are highly confidential and sensitive

  • Read and screen incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; triages email, handles some matters personally and forwards appropriate materials to the President & CEO and/or executive staff

  • Research, compile, assimilate and prepare confidential and sensitive documents, and briefs President & CEO regarding content

  • Prepare agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings as needed

  • Provide clerical support using Microsoft Office including Word, Excel, PowerPoint, G-Suite and Outlook applications formats documents

  • Make travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records

  • Ensure agency staff have ready access to him physically and that he receive all needed information

  • Drive the President & CEO as requested to various locations and meetings

  • Some travel required

  • Provide personal assistance and do errands as needed

  • Administer and coordinate program purchase contracts completion and renewals

  • Administer and maintain property leases

  • Liaison with agency office managers and program secretaries regarding building issues/concerns. Apprising President & CEO of significant issues

  • Assist President & CEO in disseminating information in a timely manner to the Board of Trustees

  • Assisting President & CEO in increasing Board Member involvement & ownership

  • Coordinate and prepares monthly Board reporting packets

  • Schedule Committee meetings as assigned

  • Attend monthly Board Meetings, take and prepare minutes

  • Coordinate agency events at the direction of the President & CEO

  • Serve on committees as designated by the President & CEO

  • Attend required training and read required books

  • Responsible for complying with the rules and regulations governing access to Protected Health Information under HIPAA. Access to Protected Health Information is limited to the extent required to perform responsibilities effectively and efficiently. No access will be permitted unnecessarily. These essential job functions dictate the level of access, use, and disclosure of confidential information

  • Perform other duties as requested by your immediate supervisor or the Chief Executive Officer

Required Experience:
  • Associates Degree required. Bachelor’s Degree preferred

  • Strong administrative experience required

  • Excellent organization skills and ability to multitask and handle a fast paced environment and deal with change

  • Must be able to complete tasks independently

  • Strong skills in Microsoft Office including Word, Excel, PowerPoint, and Outlook applications

  • Excellent communication and proven human relation skills

  • Ability to work effectively in a team context

  • Ability to handle confidential material in a responsible manner

  • Valid NYS Driver’s License

  • Ability to travel to all agency locations as required

  • Ability to be discreet

  • Uphold a strict level of confidentiality

Schedule: Exempt

  • Regular hours entail 9:00am - 5:00pm, Monday - Friday

  • Must be flexible to meet program needs

Recommended skills

Microsoft Access
Microsoft Outlook
Microsoft Power Point
Microsoft Excel
Microsoft Office


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Executive Assistant - Auburn NY
Estimated Salary: $100K
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