Minimum Qualifications Equivalent Education Level required: Must have high school diploma or equivalent.
Relevant Experience required: 5+ years of administrative/secretarial experience within a corporate office environment.
Knowledge Required: Excellent communication skills - both written and verbal; Excellent typing skills (60+ wpm); Knowledge of MS Office: with excellent Microsoft Word skills required, plus Excel and PowerPoint; Excellent follow-up skills; Excellent organizational skills; Ability to multi-task - Able to handle own correspondence, when directed
Duties Description BASIC FUNCTION: Provide secretarial administrative support for WNY Regional Director; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back-up receptionist role, as needed.
•General secretarial duties: Maintaining filing system; set up meetings and make appointments; answer telephones; copying/scanning/printing; open mail and respond to general needs of the Corporation as requested.
•Arrange and schedule meetings, travel as necessary; organize and submit expense reports for VP of Policy & Capital Projects & Sr. Counsel, Strategic Initiatives, VP of Policy & Planning, and other regional office staff, as needed.
•Provide backup assistance to Executive Assistant for Regional Director and Deputy Director, as needed.
•Assist with planning and executing of Regional Economic Development Council meetings and other Regional Office events, as needed.
•Answer telephones in a professional and courteous manner, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
•Conduct scanning of documentation/saving electronic files in respective project folders to assist with maintaining organized electronic files.
•Draft documentation from Corporation templates, use mail merge system for disbursement of information.
•Create and maintain multiple project tracking Excel spreadsheets.
•Conduct scanning including disassembling documentation, copying/scanning all materials, and reassemble back to original format for filing of original materials.
•Coordinate vacation schedules with the department support staff and ensures adequate coverage at all time.
•Coordinate and schedule department staff meetings to ensure that departments meet on a monthly basis, as requested by management.
•Check all invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
•Maintain department supplies as necessary.
•Assist other support staff in the department or elsewhere in the Corporation, as required.
Position expected to work onsite and/or remote consistent with NYS and ESD guidelines and needs.
Some positions may require additional credentials or a background check to verify your identity.