Position Summary:

The Executive Administrative Assistant is responsible for providing high-level administrative support to the Executive Director and other senior staff.

This is a full-time position and non-exempt according to the Fair Labor Standards Act and the NYS Department of Labor rules and regulations. As per the employee manual, the position is eligible for certain benefits. The workweek is typically Monday – Friday and may include weekends and holiday work as needed.

Benefits:

This position is Class 1 according to the Conservancy’s employee handbook and as such benefits include the following:

The Conservancy offers Medical, dental, and vision plans with an employer provided allocation toward monthly premiums. A 403(b)-retirement plan with employer match. Paid Vacation, Personal and Sick Time. In addition, employees receive up to 13 ½ paid holidays per year.

Additional Benefits include: a golf season pass for employees, as well as ongoing in-house training on various topics, flexible schedule.

Duties and Responsibilities:

• Maintaining a professional atmosphere for the executive office as well as first impressions for the Conservancy headquarters and guest relations;
• Provides high-level administrative support and assistance to the Executive Director and other assigned leadership staff;
• Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents;
• Prepares bi-weekly payroll;
• Performs basic office and HR functions including filing, completing paperwork, compiling reports, and overseeing new hire orientation;
• Attends Board of Trustees and other committee and staff meetings as requested, prepares minutes, assists in preparing agendas and compiles and sends information prior to meetings;
• Oversees and manages the Executive and Staff calendars;
• Answering phone for the executive office and assisting the public or visitors with information, making appropriate staff connections or taking/relaying messages;
• Keep calendar of special dates such as staff and board birthdays; prepare cards and/or correspondence as requested;
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping;
• Is proactive in anticipating records/notes needed for E.D. upcoming meetings, etc.
• Planning and preparation for visitor and VIP interactions as well as planning and organizing staff events;
• Performs other related duties as assigned.

Additional Expectations:

• Aligns with the Conservancy’s commitment to creating an inclusive, equitable, and accountable working environment for all staff and park system for all park users.

Qualifications and Requirements (Knowledge, Skills, and Abilities):

• Preference given to candidates with City of Buffalo residency;
• A minimum of 2-(two) years related experience;
• An Associated Degree in a related field is preferred;
• Non-profit administration, board support and executive office experience preferred;
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook;
• Proven ability to multitask, prioritize, and work under pressure to meet deadlines and follow protocols in a demanding environment; flexibility to adjust plans and tactics as needed.
• Exceptional organizational abilities with strong attention to detail and accuracy;
• Effective and professional communication skills (verbal and written)
• Adheres to code of ethics for confidentiality, discretion, and policies;
• Willingness to learn new skills.

Physical Demands and Working Conditions:

• Predominately an indoor desk position;
• Office area may be shared space with other employees;
• A combination of independent work and team collaboration;
• Job duties may require an employee to bend, reach, stoop, sit, stand and/or walk for extended periods of time, as well as lift and/or move heavy objects which at times could be up to 30 lbs.;
• Weekend, evening and holiday work, as needed;
• Flexible hours depending on workload and ever-changing priorities
• Must be able to adapt to ever-changing resources and limited budgets.

Buffalo Olmsted Parks Conservancy, Inc. is committed to diversity in the workplace. Buffalo Olmsted Parks Conservancy, Inc. is an equal opportunity employer.

This job description is intended to identify and list the responsibilities, duties, and qualifications for the position. It cannot be considered all-inclusive, however, as changing organizational circumstances can result in changes to some of those responsibilities, duties, and qualifications. Further, every task supporting the functioning of the position may not be listed or not listed in detail. This job description does not constitute a contract of employment.

Updated: June 2023

Job Type: Full-time

Pay: $18.00 – $23.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person