Job Description

Executive Assistant

Are you an organized administrative professional, looking to join a collaborative team environment with amazing mentorship and support from leadership, while playing an important role in helping the organization continue its mission-driven work throughout the community? StaffBuffalo is working with a mission-driven nonprofit organization in Buffalo to hire an Executive Assistant, paying $27–$30/hour.

The ideal candidate is detail-oriented, tech savvy, adaptable, and able to anticipate the needs of the team before they arise. This organization is looking for someone who values community engagement, professionalism, and collaboration just as much as technical administrative experience. Whether your experience comes from internships, college involvement, nonprofit work, corporate environments, or executive support roles, success in this position will come from strong communication skills, emotional intelligence, organization, and the ability to pivot in a dynamic environment.

This is an exciting opportunity for a highly organized, proactive administrative professional who enjoys supporting executive leadership in a fast-paced, community-focused environment. The Executive Assistant will work closely with the President/CEO and leadership team, helping manage complex scheduling, communications, travel coordination, event logistics, and day-to-day administrative priorities while serving as a trusted partner behind the scenes.

This is an in-person role in Buffalo, NY.

Responsibilities:

• Provide administrative and project support to leadership, special initiatives, and cross-functional organizational efforts
• Maintain organized electronic and hard-copy administrative files, calendars, reports, and documentation
• Field incoming calls and communications professionally while maintaining exceptional confidentiality and discretion
• Coordinate event logistics, registration management, RSVP tracking, and event support for meetings and community events
• Support board and committee meeting logistics, including scheduling, materials preparation, and day-of coordination
• Prepare meeting materials, reminders, follow-up communication, presentations, and executive correspondence
• Manage and coordinate the President/CEO’s dynamic calendar, meetings, travel arrangements, and scheduling priorities

Qualifications:

• 1–5 years of experience supporting executive leadership, senior management, or high-level administrative operations preferred
• Tech savvy with the ability to troubleshoot basic technology issues, learn new systems quickly, and adapt in a fast-changing environment
• Comfortable working independently while also collaborating within a team-oriented environment
• Excellent written and verbal communication skills with strong professionalism and emotional intelligence
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously, along with managing multiple calendars.
• Strong proficiency with Microsoft 365 Suite including Outlook, Word, Excel, PowerPoint, Teams, and Zoom
• Bachelor’s degree preferred or equivalent professional administrative experience

Benefits:

• Competitive hourly compensation of $27–$30/hour
• Free parking
• Collaborative, mission-driven work environment
• Flexible scheduling and flex-time policy for evening events or meetings
• 8% employer contribution to 401(k) after one year
• 20 days of PTO
• Paid Holidays
• Health Insurance

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