Executive Administrator
Segmedica - Tonawanda, NY

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1) Position Description

This position is responsible for administrative management and support of day-to-day company needs; this also includes the personal needs of the senior management team. Specifically this position requires:

  • Human resources management
  • Performing administrative support duties
  • Personal support to key executives (senior staff)
  • Managing office and property needs
  • Ensuring that the organization is running smoothly

2) Essential Responsibilities

  • Maintaining employee records
  • Health and Dental insurance administration
  • Supporting senior management’s personal and professional needs (errands, appt, etc..)
  • Travel bookings and creating itineraries
  • Managing legal documents (personal, client and vendor)
  • Office inventory stocking and replenishment
  • Coordination of all company events (i.e. conferences, meetings, webinars, etc.)
  • Webinar planning and execution in collaboration with the Marketing Services Assistant
  • Project administration (travel & reimbursables)
  • Conference logistics (travel, shipping & planning)
  • Processing/shipping Longaeva orders
  • Managing building and vehicle maintenance (contractors, repairs, upkeep, janitorial, tenants)
  • Processing mail
  • Personal/Office dry cleaning

3) Position Qualifications

A successful Executive Administrator must be able to multi-task, have excellent communication skills, gather and process information for projects and presentations, be an analyst, provide confidentiality, be detail oriented and flexible for all departments in the organization, and have the ability to make effective decisions on time sensitive issues.
Experience and Education:

  • High degree of proficiency in Excel, Word and PowerPoint
  • Detail oriented but able to see the big picture
  • A strong knowledge of and experience with setting up travel arrangements
  • Very strong interpersonal/communication skills
  • Outstanding organizational skills/ability to work in a fast paced deadline driven environment
  • A very positive attitude towards business issues and have broad problem solving skills
  • 4 year degree required or the requisite experience
  • Willingness to run errands, set appointments, and any other reasonable request
  • A very proactive person who anticipates needs and plans ahead
  • Meeting/Event planning skills

Segmedica is a small but growing entrepreneurial company. We offer benefits including retirement plan, vacation, food and beverages, office exercise room with shower and more. Our company culture invites innovative skilled and energetic employees to thrive in exchange for hard work and dedication. Come join a unique exciting and fun company.