Overview
Administrative Assistant Jobs in Amherst, NY at Midland Financial/Pioneer Holdings
Position Summary
The Paisly Executive Services Administrator reports to the Head of People and supports administrative and office functions within Paisly. This individual is the “go to person” on the team. They are a trusted resource who provides support in all areas of administrative functions. The preferred candidate showcases a constructive, positive demeanor in establishing a hospitable atmosphere for both customers and crewmembers, occasionally serving as the initial point of interaction for the company. Additionally, this person is accountable for managing the administrative and logistical requirements of the Executive Leadership Team (ELT) and other crewleaders, ensuring they are equipped with all essential resources and assistance to accomplish successful trips, meetings and events.
The Executive Services Administrator is self-motivated, highly organized, detail oriented, enjoys helping and meeting the demands of others and is comfortable working under pressure and time constraints with changing priorities. An effective communicator whose personal values match JetBlue’s values of Safety, Caring, Integrity, Passion and Fun.
Essential Responsibilities
Maintain the schedule for ELT, including managing calendars, sending communications on their behalf and scheduling meetings.
Provide general administrative support such as handling the mail, receiving/sending packages, making travel arrangements and other various tasks, as needed.
Coordinate, possibly attend and prepare agendas for team meetings, Town Halls, Paisly culture events and Board of Director (BOD) meetings.
Acts as the initial point of contact for Paisly providing excellent customer service both internally and externally.
Performs advanced, diversified and confidential administrative duties with the ELT and People team to ensure maximum efficiency of daily operations.
Oversees the office environment maintaining conference rooms, common areas, open office space and set-up for meetings and various events. This includes the general overall appearance and presentation of the Ft. Lauderdale Inspiration Center (FLIC).
Provides support to Paisly crewmembers and crewleaders for business partner meetings which also includes JetBlue crewmembers and crewleaders.
Assists with the coordination for internal functions including speaking engagements/press trips in partnership with the Manager of Corporate Communications.
Plans and executes Paisly events both internally and externally acting as the point of contact throughout the event.
Orders office supplies, beverages and snacks, various food items for events, troubleshoots equipment issues with Tech team, service conference rooms and supports general food set-up for events.
Participates in cross-functional special projects and assignments with the Paisly team.
Processes expense reports for the ELT and various crewleaders within Paisly.
Invoice reconciliation for various Paisly teams.
Support HR programs, events and processes, as needed.
Provides assistance, tracking, recording and executing a wide range of HR initiatives, which includes People team budget oversight.
Other complex projects and duties as assigned.
Minimum Experience and Qualifications
High School Diploma or General Education Development (GED) Diploma.
Three (3) years’ experience in an administrative role in support of executive leadership.
Proficient in Microsoft Office products including Outlook, Word, Excel, SharePoint, and PowerPoint, as well as Google Workspace tools such as Gmail, Docs, Sheets, Slides, and Drive.
Experience working under executive leader and using correct interpersonal skills to keep them on track, managing multiple priorities.
Experience organizing/coordinating projects while providing exceptional customer service.
Ability to handle confidential information with professionalism and diplomacy.
Must be comfortable in a demanding, fast paced environment.
Attention to detail.
Ability to write and proof communication.
Available for occasional overnight travel (up to 10%)
Currently in possession of valid travel documents with the ability to travel in and out of the United States.
Able to work flexible hours and be available for an emergency response on short notice.
Must pass a ten (10) year background check.
Must be legally eligible to work in the country in which the position is located.
Authorization to work in the US is required. This position is not eligible for visa sponsorship.
Preferred Experience and Qualifications
Bachelor’s degree.
Five (5) years of experience in an administrative position.
Proven ability to learn new systems quickly.
Experience working with multiple schedules and coordinating meetings in Outlook.
Demonstrates time and organizational management skills when dealing with constant time sensitive requests.
Crewmember Expectations
Regular attendance and punctuality.
Potential need to work flexible hours and be available to respond on short-notice.
Able to maintain a professional appearance.
When working or traveling on JetBlue flights, and if time permits, all capable crewmembers are asked to assist with light cleaning of the aircraft.
Must be an appropriate organizational fit for the JetBlue culture, that is, exhibit the JetBlue values of Safety, Caring, Integrity, Passion and Fun.
The use of ChatGPT or any other automated tool during the interview process will disqualify a candidate from being considered for the position.
Equipment
Lenovo or up to date computer and other office equipment, such as an Apple iPhone.
Work Environment
Traditional office environment.
Physical Effort
Generally not required, or up to 10 pounds occasionally, 0 pounds frequently. (Sedentary)
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Title: Administrative Assistant
Company: Midland Financial/Pioneer Holdings
Location: Amherst, NY
