Administrative Assistant

AP Professionals
March 5, 2020
Rochester, New York
Job Type
Street Address
500 Linden Oaks


The Administrative Assistant will provide administrative support for a top-level officer. This a temporary position through August covering a maternity leave with an immediate anticipate start to allow for cross-training. Depending on experience, the pay rate is $20.00 to $25.00 per hour.


  • Manage and maintain schedules, including scheduling travel and conferences, making appointments, making changes to appointments
  • Work closely and effectively with the officer to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Meet with special interest groups or individuals on behalf of the officer
  • Answer and direct calls to appropriate parties, taking messages as necessary
  • Greet visitors and determine access to appropriate parties
  • Open, sort, and distribute correspondence, including email, faxes, and mail
  • Read and analyze submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner
  • Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to officers when they cannot be resolved
  • Prepare reports, collect and analyze information; prepare presentations
  • Prepare officer responses to routine memos, letters, or correspondence
  • Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes
  • Conduct data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup and other functions
  • Prepare invoices, checks and P.O.’s for signature and review
  • Prepare and develop a records management system; maintain and recommend changes to records system when appropriate
  • Create and maintain planning tools such as team & project calendars, organizational charts, and flowcharts
  • Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment
  • Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary
  • Assist with preparation and approval of timesheets, as needed
  • Organize social functions and team building exercises, as needed
  • All other duties as assigned


  • Associates or bachelor’s degree preferred


  • 3+ years' administrative experience required, 5+ years’ experience preferred
  • Proven experience supporting a top-level executive preferred

Knowledge, Skills, Abilities, and Other Characteristics

  • Ability to use good judgment, make quick independent decisions and timely communications
  • Effective phone etiquette skills
  • Strong written and verbal communication skills
  • Ability to maintain high level of confidentiality of work-related information and materials
  • Strong scheduling, organization and time management skills
  • Ability to follow through and follow up to deliver results in a timely manner
  • Interpersonal skills and ability to communicate to individuals with different backgrounds/areas of focus
  • Strong organizational skills and ability to keep accurate records/receipts, detail oriented
  • Must possess strong Microsoft Office skills, must be proficient in Word, Excel, Outlook, PowerPoint, and Visio
  • Ability to maintain focus while working under pressure and time constraints
  • Ability to remain agile when faced with shifting priorities
Drop files here browse files ...
Are you sure you want to delete this file?