Administrative Assistant

The Administrative Assistant provides administrative and operational support to the VP of DR Operations, DR Operations leadership team, and site personnel by coordinating meetings, travel, communications, purchasing activities, employee events, and office services. The role serves as a key point of contact for employees, vendors, and visitors while ensuring the efficient execution of organizational, facility, and day-to-day business support activities.

Location: 1049 W. Ridge Road, Rochester, NY 14615

Onsite in the office: Hours of operation are 8am - 5pm, Monday - Thursday with the option to work from home on Friday.

1. Handle daily administrative assignments given by VP Operations and the DR Operations leadership team.
2. Coordinate travel requirements (flights, hotels, ground transfers) for the above.
3. Manage and disposition POs generated by the organization.
4. Distribute communications and announcements, including organizational changes, and key messages across the organization.
5. Organize meetings, conferences, and workshops, including setting up logistics and communicating/distributing key material prior to those events.
6. Coordinate employee events, celebrations, and lunches
7. Maintain leadership and organization distribution lists
8. Serve as a point of contact for employees, as well as vendors and customers visiting the site.
9. Order and maintain office supplies
10. Manage facility-related requests and vendor interactions
11. Support onboarding and offboarding activities and submitting PCDRs
12. Create purchase requisitions and purchase orders
13. Approve time exceptions and manage vacation schedules.
14. Set-up and take notes for the MOR, S&OP, and DR Operations leadership team meetings.
15. Manage file share group lists for DR and SQA lab.

• Minimum 5 years working experience, preferably with at least 3 years in similar support role of business leaders

• Ability to maintain strict confidentiality and appropriately manage sensitive employee, business, and leadership information.

• Ability to work in a high activity office
• Ability to manage multiple responsibilities and respond to tight deadlines
• Highly proficient in MS Word, Excel and PowerPoint.
• Proficient in Microsoft Office, ideally Office 365.
• Proficient in MS Teams or Zoom or equivalent.

• Strong attention to detail
• Ability to prioritize, coordinate and schedule meetings
• Manages incoming/outgoing communications of a highly confidential nature
• Organized, reliable, professional, friendly, helpful and a team player
• Strong verbal skills in interpersonal interactions so that intended purpose is achieved
• Does not get flustered when faced with unexpected problems, multiple deadlines or difficult requests - demonstrates flexibility and frustration tolerance
• Ability to manage travel and expense manager
• Ability to process purchase orders and setup invoices for payments
• Strong initiative - willing and proactive in learning new tools, independently seeks out answers, leverages resources to solve problems

Office primarily.