Executive Assistant to CEO
Location: East Syracuse, NY (in-office, 5 days/week)
Compensation: $28–$30/hour (~$58k–$62k/year); minimal overtime
Overview
We are seeking a highly organized and professional Executive Assistant to the CEO to provide direct, high-level administrative support to the CEO and occasional assistance to other senior executives (CFO, CIO, EVP, General Counsel). This role is ideal for a polished and detail-oriented professional with a proven track record supporting C-level leadership.
The position is 80–85% focused on supporting the CEO and 10–15% assisting other executives or ad hoc projects. Responsibilities include managing calendars, coordinating travel, preparing executive-level documents and presentations, and ensuring smooth communication with internal and external stakeholders. Discretion, initiative, and the ability to thrive in a fast-paced, highly visible environment are essential.
Key Responsibilities
- Manage the CEO's complex calendar, scheduling, and travel arrangements
- Prepare, proofread, and format executive-level documents, reports, and PowerPoint presentations with brand accuracy and zero errors
- Serve as liaison for internal and external communications on behalf of executive leadership
- Coordinate ~6–8 Board of Directors meetings annually; prepare agendas, distribute materials, and take and finalize meeting minutes
- Support additional Board activities and communication as needed
- Maintain and organize official corporate documentation (letters, memos, contracts, forms, reports)
- Assist with special projects, events, public relations initiatives, and speaking engagements
- Provide backup support to the Director of Affiliate Operations and senior leadership
- Handle sensitive and confidential matters with discretion and professionalism
- Act as a central administrative point of contact for corporate departments
- Perform other administrative duties as required
Qualifications
- Education: Associate's degree required; Bachelor's preferred
- Experience: Minimum 3–5 years supporting a CEO or C-level executive (not general administrative work)
- Notary: Notary Public license preferred (training can be provided)
- Skills:
- Exceptional written/verbal communication, grammar, and proofreading
- Advanced Microsoft Office Suite expertise
- Strong organizational, prioritization, and multi-tasking ability
- Proven discretion and ability to manage confidential matters
- Skilled in event planning, meeting preparation, and Board interaction
- Ability to work independently, anticipate needs, and exercise sound judgment
Work Environment
- Onsite role at an East Syracuse office
- Collaborative, mission-driven organization serving individuals with intellectual and developmental disabilities (I/DD) and their families
- Fast-paced setting with significant exposure to senior leadership and external stakeholders
- Occasional travel for meetings and events
This is an excellent opportunity for an experienced executive assistant seeking a stable, long-term role in a mission-driven organization. Pay flexibility may be available for outstanding candidates.
Submit a resume to ...@hiresapphire.com for immediate consideration!
Sapphire Recruitment is an EOE