Executive Administrative Assistant

Description

Discover Your Next Big Opportunity: See Why Quality Vision International Is the Place to Be! 

Location: Rochester, NY On-site

Schedule: Monday-Friday, 8:00am-5:00pm

Compensation: $60,000-$80,000, based on experience

The Executive Administrative Assistant is responsible for the organizational and administrative support of the CEO, CFO, CMO, and the Director of Human Resources. The Executive Administrative Assistant is a key role in the senior management office and is trusted with a high degree of responsibility and sensitive information. This position is also responsible for supporting other departments with travel, passports, expense report audits, visas, customer forms/questionnaires, corporate letters, programs and initiatives, as well as analysis, presentations, and coordination of Board events and other high-level meetings. 

Role and Responsibilities:

Administrative Support:

o Manage calendars, meetings, appointments, and travel arrangements for senior executives, ensuring optimal time management.

o Screen calls, manage emails, schedule outside meetings and handle correspondence with professionalism and discretion.

o Prepare reports, presentations, and materials for executive meetings as needed.

o Support the CFO and Selling Divisions with the preparation, revision and communication of Channel Partner contracts and agreements. Prepare monthly demo rental invoices and confirm accuracy of demo location records with Channel Partners on a frequent basis.

o Prepare and distribute customer and vendor documentation to ensure that OGP/QVI maintains approved status with our vendors and customers.

o Handle confidential information with discretion and professionalism.

Office Management:

o Ensure smooth operation of the executive office and maintain supplies and equipment.

o Handle expense reports, payments, corporate credit cards and budget tracking.

o Answer calls from the lobby promptly and professionally. Greet guests warmly and direct them to the appropriate internal party or meeting location.

o Maintain QVI company archive records for all legal documents and contracts.

Project Coordination:

o Assist in planning and executing special projects and initiatives.

o Plan and participate in select meetings, take minutes, and follow up on action items.

o Track project milestones and deadlines, ensuring timely completion.

Corporate Visitor Engagement:

o Coordinate visitor logistics, including scheduling meetings and arranging accommodations.

o Greet and welcome corporate visitors with a warm and professional demeanor.

o Ensure visitors have a positive experience and address any needs promptly.

o Document conclusions and follow up on action items from the visit to foster strong relationships.

Event Coordination:

o Assist in planning and coordinating corporate events and meetings.

o Handle logistics such as room/venue booking, catering, and audiovisual arrangements.

Requirements

· High School Diploma required, AAS or BS in English, Business or related degree preferred. 

· Must have expert-level knowledge of Microsoft Outlook, Word, and PowerPoint. Must have at least intermediate knowledge of Microsoft Excel.

· Must be comfortable with using and troubleshooting office software and technology, as well as learning new tools as needed.

· Must be adaptable and able to respond to changing priorities and circumstances.

· Ability to operate standard office equipment, including computers, phones, photocopiers, and fax machines.

· Ability to maintain strict confidentiality and uphold data security protocols.

· Must have effective oral and written communication skills. 

· Accurate and detail oriented while performing a variety of administrative tasks.

· Excellent customer service and phone skills

Physical and/or Environmental Requirements: 

· Able to spend a significant amount of time working at a desk, should be comfortable sitting for extended periods.

· Able to lift up to 10 lbs. on an occasional basis. 

What We Offer:
Paid Time Off:

• 10 paid holidays annually
• Over 3 weeks of total PTO (vacation/sick/personal) each year, with an increase in PTO benefits after 5 and 10 years

Paid Benefits:

• Robust health benefit offerings with QVI paying over 97%-100% of the premium on our most affordable HDHP, and sing