Executive Assistant

Rochester, NY, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $62,500.00 - $75,000.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Flexible spending account

Disability insurance

Life insurance

Job Description

Hillside Family of Agencies is a well-established nonprofit organization dedicated to providing comprehensive support and services to children, families, and communities to help them thrive and succeed. Founded on a commitment to fostering growth and resilience, Hillside operates various programs aimed at child welfare, mental health, educational support, and family preservation. With a rich history of service and a focus on cultural competence and professionalism, Hillside has built a reputation as a trusted partner for those in need and a supportive employer for its team members. As a dynamic organization, Hillside promotes a collaborative and inclusive work environment that values respect, integrity, and innovation. The agency places a strong emphasis on continuous improvement and community engagement to address the evolving needs of the populations it serves.

The Executive Assistant role at Hillside is a pivotal position responsible for supporting executive leadership by managing complex administrative tasks and serving as the primary liaison between internal staff, external partners, and key stakeholders. This position requires a highly organized and proactive individual who can efficiently handle multiple priorities, coordinate schedules and travel, prepare detailed reports and presentations, and maintain confidential information with discretion. The Executive Assistant will play a critical role in facilitating communication and operational workflows, ensuring that executive leaders are well-prepared for meetings and engagements. In addition to routine administrative duties, the Executive Assistant will undertake special projects requiring independent decision-making, problem-solving, and research skills.

This full-time position offers a competitive salary range of $62,500 to $75,000 annually, based on experience. The role demands the ability to work a variable schedule, including some evenings and weekends, and involves physical activities such as sitting, standing, walking, and occasional lifting. Candidates should possess a valid New York State driver's license with a clean driving record. Proficiency with office productivity software and the ability to learn new applications are essential. The successful candidate will demonstrate strong communication skills, cultural competence, and the ability to build relationships across multiple departments and external contacts. By joining Hillside in this capacity, the Executive Assistant will contribute significantly to the smooth operation of executive functions and support the organization’s mission to positively impact the lives of children and families.

Job Requirements

High school diploma or GED
Minimum 5 years of experience in office management or administration
Unrestricted valid NYS driver’s license with a clean driving record and minimum insurance coverage that meets agency standards
Ability to work a variable schedule including evenings and weekends
Must be able to perform physical demands such as sitting up to 6 hours standing less than 30 minutes walking up to 1 hour driving less than 30 minutes balancing bending stooping climbing reaching pulling pushing lifting up to 40lbs on a bi-annual basis lifting 5-10 lbs daily carrying up to 40lbs bi-annually carrying 10-20 lbs daily
Manual dexterity including frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands
Ability to change positions as needed

Job Qualifications

High school diploma or GED
Minimum 5 years of experience in office management or administration
Demonstrated familiarity with scheduling techniques and prioritization strategies
Ability to manage multiple tasks and projects efficiently
Ability to anticipate issues and devise effective solutions
Ability to handle multiple responsibilities simultaneously without compromising quality
Ability to handle sensitive information discreetly and ethically
Proficient with office productivity programs applications and software
Willingness and ability to learn new applications
Strong communication skills
Cultural competence
Ability to build and leverage relationships
Strong decision-making skills

Job Duties

Provide administrative and clerical support for executive leadership including managing calendar of appointments arranging travel plans itineraries and agendas
Work effectively with leaders to keep them well informed of upcoming commitments and responsibilities and follow up appropriately
Prepare sophisticated correspondence reports manuals presentations and data including board relations and special projects as required
Maintain confidentiality and discretion in all relationships
Resolve complex problems through effective listening analysis and interaction and follow issues to resolution
Maintain in-depth knowledge about the services and activities of the area of responsibility and use knowledge of overall functions across Hillside
Provide operational expertise including greeting schedule coordination communication flow and interaction with many Hillside departments to support program operations
Respond to requests for information and answer questions with discernment to determine when issues need escalating and the appropriate method for issue resolution
Respond to multiple and complex concurrent needs balance long-range planning with the ability to anticipate needs evaluate daily operations and use independent judgment to achieve desired outcomes
Use office automation email computer-based applications and office equipment to meet job requirements including data entry maintenance of databases and preparation of presentations and Board materials
Provide in-depth support to the Board of Governors and its Committees
Interact with internal customers and external contacts and represent the agency with professionalism tact and cultural competence
Maintain a detailed office operation manual order supplies and maintain confidential materials and files in an orderly and secure fashion
Manage cash-handling recordkeeping auditing and more complex financial requirements in support of program department budgets
Perform other duties as assigned