Administrative Assistant

AP Professionals of WNY
May 30, 2018
Job Type


The Administrative Assistant’s primary responsibility is to support the daily operations of the HR Department as well provide administrative support to Executives.

Williamsville location, $20-23/hr

Contract assignment (6 months); could lead to possible part time permanent employment

Essential Functions:

  • Provide administrative support including telephone coverage, travel, meeting schedules, expense reimbursement to the Chief Human Resources Officer and the three AVP’s of Human Resources
  • Track and manage all HR invoices and contracts
  • Manage paycheck distribution for Buffalo
  • Assist in the support of New Employee Orientation in the Buffalo office
  • Manage monthly HR All Hands Meetings (solicit topics, develop agenda, Powerpoint)
  • Lead administrative support for all Town Hall Meetings, annual holiday events
  • Manage the updating of corporate wide organizational charts
  • Manage scheduling and  materials for Pension Committee meetings
  • Provide prompt, professional service to employees regarding HR related questions
  • Distribute mail, order supplies for the Buffalo HR Dept
  • Schedules meetings, videoconferences, and teleconferences; plan special events, as directed; attend staff meetings and transcribe minutes; follow up on action minutes
  • Reserve flights, hotels and car rentals; prepare travel folders
  • Answer and appropriately route or assist internal and external calls. Transcribe, format, input, and edit information or data to create letters, documents, spreadsheets, and graphic presentations


  • 5-10 years’ experience in an administrative capacity within the HR department of a large corporate environment
  • Proficiency in Microsoft Office: Word, Access, Excel; knowledge of HRIS preferred
  • Skilled to work in a fast paced environment. Must have strong analytical and problem solving skills
  • Skilled to communicate with all levels of management, internal and external customers
  • Ability to communicate with technical and business constituencies in writing effective business specifications and requirements
  • Ability to work well as a member of a team or independently
  • High School Diploma required; BA/BS - Bachelor’s Degree, preferred
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