Executive Assistant

Purpose Statement

This role provides high-level administrative, personal, and operational support to the Chairman and Senior Chairman. It partners closely with the Executive Assistant to the Chairman and the Family Office Director (FOD), handling both business and personal priorities with discretion, strong attention to detail, and the ability to manage multiple workstreams. All duties are performed with direction and oversight from the FOD.

This professional will work a hybrid schedule and 3 days of in office work will be required at our world headquarters in Buffalo, NY.

Key Accountabilities and Outcomes

Core responsibilities (high level):
• Recognition & correspondence: Manage birthday, promotion, retirement, and new hire cards/announcements; track outgoing correspondence.
• Gifts & special occasions: Research, purchase, wrap, track, and coordinate delivery of cards and gifts for associates, business contacts, family, and friends; maintain gift inventories and receipt records.
• Expense admin: Download and reconcile American Express statements, obtain and organize receipts, categorize charges, and route for approval/processing.
• Purchasing support: Order and coordinate delivery of household/property items; support inventory restocks and maintain receipts.
• Office/admin support: Phone coverage, mail handling, calendar upkeep, subscriptions/memberships management, password updates, and ad hoc special projects.
• Personal support: Reservations, miscellaneous requests, appointment scheduling, prescriptions, and pet-care coordination.
• Travel & household logistics: Coordinate travel details (hotels, transfers, itineraries, trip prep/post-trip logs) and manage household calendars, visitors, and property relocation planning.
• Seasonal initiatives: Holiday gifting/card processes (design, lists, ordering, wrapping, delivery coordination) and select annual traditions.
• Records management: Support physical-to-digital file retention, year-end file turnover, shredding, and coordination with long-term file retention decisions

Knowledge, Skills, and Experience

Required Qualifications
• Bachelor’s degree or equivalent combination of education and relevant experience
• 3+ years of experience supporting senior/executive-level leaders in an administrative or executive assistant role
• Demonstrated ability to handle confidential information with discretion and professionalism
• Strong organizational and multi tasking skills with the ability to manage multiple workstreams, shifting priorities, and deadlines
• Excellent written and verbal communication skills, including ability to coordinate with internal teams and external vendors
• Strong proficiency with Microsoft Office, including Outlook calendar management, Word (including mail merge), and Excel tracking/logs
• Detail-oriented approach to administrative processes (e.g., records, logs, inventory, receipt retention, and reconciliation support)
• Self-starter mindset with strong follow-through and sound judgment

Preferred Qualifications
• Experience supporting a C-suite leader, Chairman, or Family Office environment, including business and personal priorities
• Experience with corporate card/expense processes, including statement review, receipt collection, and charge categorization
• Experience coordinating travel logistics, itineraries, reservations, and trip folders
• Experience with document scanning, digital file organization, and records retention practices

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