Executive Assistant (Marketplace & Strategy, Deputy General Counsel)

Hours:

40

Schedule:

This position is hybrid and remote eligible for up to 40% of the time. The office location for this position is at ESL Corporate Headquarters in Rochester, NY. Hours are Monday - Friday 8:00 a.m. - 5:00 p.m. Must be flexible to meet current and future business needs. 

Comprehensive Benefits:

ESL offers a competitive benefits package which focuses on providing a work life balance for all employees. Our benefits include robust options such as our wellness program, family assistance plan, 401k with match, paid volunteer time and Learning & Development training among many others.

Pay and Incentive Plan:

Purpose of Position:

As an Executive Assistant to our Senior Leadership team at ESL, you’ll play a key role in driving meaningful impact within the organization. Acting as a trusted partner, you’ll ensure they can focus on high-level goals by expertly managing schedules, coordinating meetings, and handling critical tasks. Your proactive approach will help streamline operations and foster seamless communication across departments. This position is part of our AST team currently supporting the Deputy General Counsel, Marketplace & Strategy and other operational departments.

Accountabilities:

Support assigned senior manager’s organization with a broad range of administrative and executive assistant duties. 

•Prioritize competing tasks to ensure time is managed effectively

•Support senior leadership with internal and external corporate committees; including but not limited to creating agendas, preparing documentation, and distributing information.

•Coordinate and schedule internal and external meetings and presentations. Resolve scheduling conflicts as appropriate.

•Plan, coordinate, and prepare travel, travel itineraries and expense reports.

•Plan and execute committee, management and employee activities.

•Liaise with vendors and manage records.

•Manage employee information as appropriate.

•Support departmental budget reporting for senior managers.

Proactively anticipate business and administrative needs 

•Takes initiative and creatively problem-solves tasks and deliverables.

•Order supplies and manage inventories for assigned department or organization.

•Maintain electronic and paper filing systems critical to department operations.

•Maintain up-to-date electronic documentation of critical organizational administrative tasks.

•Recommend efficiency changes and maintain a mindset of continuous improvement.

•Develop specialized knowledge or skill in supported organization practices and systems when required to support organizational needs and changes.

Increase knowledge and skill set to provide increasing value to ESL. 

•Evolve technical adaptability and knowledge of various departments and systems across the company to support changes.

•Provide back-up support to fellow team members.

•Stay abreast of administrative industry trends and apply best practices.

Qualifications:

• High School diploma or High School equivalency diploma required.
• AAS degree or 2 years equivalent experience required.
• A minimum of 5 years’ experience in an Administrative Assistant position or office environment role supporting Senior Management and multiple departments is required.
• Strong experience in Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Must possess the ability to learn and integrate new software applications into business practices.
• Proven ability to communicate clearly at multiple levels and with diverse audiences.
• Ability to prioritize, plan, schedule and organize multiple projects simultaneously.
• Effectively manage competing priorities for multifaceted departments.
• Ability to pinpoint problems and find creative solutions.
• Acute attention to accuracy, consistency and quality of work.
• Demonstrates alignment with ESL’s Core Values, mission, vision, and Purpose to help our community thrive and prosper.

We’re committed to diversity, equity, and inclusion. We believe we are a stronger, more successful organization because of this commitment. We strive to ensure a robust talent pool of qualified candidates with a variety of skillsets and capabilities for all our openings. We hire great people and welcome all new hires to our award-winning work environment, which has been recognized by the Great Place to Work Institute since 2010.

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