Executive Assistant

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EPIC - Every Person Influences Children

Executive Assistant

Buffalo, NY
Full Time
Paid
  • Responsibilities

    Job Title: Executive Assistant

    Staff Category: Full Time

    Department: EPC100

    Reports to: Chief Executive Officer

    Supervises: N/A

    FLSA Classification: Non-Exempt

    Effective Date: December 15, 2025 **

    Position Summary:

    The Executive Assistant provides high-level administrative support to the Chief Executive Officer, ensuring smooth operations of EPIC’s executive offices.

    Essential Functions:

    • Act as the CEO’s liaison and representative with internal teams and external partners.
    • Manage calendar, email and phone communication with and for the CEO.
    • Manage Board-related administrative tasks including accurately recording minutes, agendas, board and committee lists, scheduling meetings, and other items related to the Board.
    • Prepare reports, memos, grant application information and other documents for the CEO.
    • Coordinate the CEO’s role in development activities, including proficiently using EPIC’s donor data system Salesforce.
    • Manage reports, processes, and procedures for development reporting in Salesforce.
    • Support CEO in meetings (internal and external) and prepare agendas, notes, marketing packets and other materials as requested.
    • Research and prepare data for documents for review and presentation at board, committee, and executive meetings.
    • Manage corporate compliance, confidentiality agreements and code of conduct policies.
    • Answer phones and route calls to the correct person or take messages as the occasional backup.
    • Make travel arrangements for Executives as directed.
    • Provide general administrative support.
    • Other duties assigned by management.

    Education and Experience:

    • Associate’s degree with two (2) years of relevant experience or a minimum of five (5) years’ relevant experience.
    • Experience working with data administration or donor data systems.
    • Experience working with Board of Directors.
    • Computer skills including proficiency in Microsoft Office (Word, Excel).
    • Salesforce experience preferred.
    • Proficient with virtual meeting platforms and general technology.
    • Exceptional writing, editing and proofreading skills.
    • Notary Public License is a plus.

    Knowledge, Skills and Abilities:

    • A proactive mindset: The ability to anticipate, prioritize, and prepare on the CEO’s behalf.
    • Strong written and verbal communication skills.
    • Strong attention to detail, organizational skills.
    • Strong ability to multitask and meet deadlines.
    • A reliable, responsible attitude with a compassionate approach.
    • Effectively build and maintain external and internal relationships and provide a high level of service.
    • Ability to work within a team structure as well as independently.
    • Competency working with diverse cultural and ethnic populations.
    • Ability to interact with participants using a strengths-based approach.
    • Demonstrated capability to conduct oneself in a calm and professional demeanor when dealing with people and/or with difficult situations.
    • Quick learner and detail oriented.
    • Must be able to exercise initiative and independent judgment; analyze situations carefully and adopt effective courses of action.
    • Must have discretion to handle and maintain confidential information.
    • Must be open-minded, have a passion for supporting families, flexible and confident.
    • Self-direction required, with strong ability to multi-task and problem solve.
    • Follow oral and written directions with minimum of supervision; learn rapidly.
    • Resourceful with a can-do attitude.
    • Must interpret and apply office policies and procedures.
    • Actively contributes to a positive work culture.

    Physical Requirements/Working Conditions:

    The physical demands described represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • While performing the duties of this job, the employee is regularly required to stand, walk, and sit for long periods of time.
    • The employee is required to regularly reach with arms and hands; use hands to handle. Hands and fingers frequently perform repetitive motion, including typing/keying.
    • Occasionally the employee will lift and/or move up to 50 pounds.
    • This job requires close vision, peripheral vision, depth perception and the ability to adjust focus. Employee is required to regularly talk and hear.