Executive Assistant Job at Sapphire Recruitment in Village of East Syracuse

Overview

We are seeking a highly organized and professional Executive Assistant to the CEO to provide direct, high-level administrative support to the CEO and occasional assistance to other senior executives (CFO, CIO, EVP, General Counsel). This role is ideal for a polished and detail-oriented professional with a proven track record supporting C-level leadership. The position is 80–85% focused on supporting the CEO and 10–15% assisting other executives or ad hoc projects. The role is onsite at an East Syracuse office in a mission-driven organization serving individuals with intellectual and developmental disabilities (I/DD) and their families.

Compensation: $28–$30/hour (~$58k–$62k/year); minimal overtime. Base pay range: $58,000.00/yr - $62,000.00/yr. Pay flexibility may be available for outstanding candidates.

Key Responsibilities

• Manage the CEO’s complex calendar, scheduling, and travel arrangements
• Prepare, proofread, and format executive-level documents, reports, and PowerPoint presentations with brand accuracy and zero errors
• Serve as liaison for internal and external communications on behalf of executive leadership
• Coordinate ~6–8 Board of Directors meetings annually; prepare agendas, distribute materials, and take and finalize meeting minutes
• Support additional Board activities and communication as needed
• Maintain and organize official corporate documentation (letters, memos, contracts, forms, reports)
• Assist with special projects, events, public relations initiatives, and speaking engagements
• Provide backup support to the Director of Affiliate Operations and senior leadership
• Handle sensitive and confidential matters with discretion and professionalism
• Act as a central administrative point of contact for corporate departments
• Perform other administrative duties as required

Qualifications

• Experience: Minimum 3–5 years supporting a CEO or C-level executive (not general administrative work)
• Notary: Notary Public license preferred (training can be provided)
• Skills: Exceptional written/verbal communication, grammar, and proofreading; Advanced Microsoft Office Suite; strong organizational, prioritization, and multi-tasking abilities; proven discretion and ability to manage confidential matters
• Skilled in event planning, meeting preparation, and Board interaction
• Ability to work independently, anticipate needs, and exercise sound judgment
• Onsite role at an East Syracuse office
• Experience in a fast-paced environment with significant exposure to senior leadership and external stakeholders
• Occasional travel for meetings and events
• Collaborative, mission-driven organization serving individuals with intellectual and developmental disabilities (I/DD) and their families

How to apply

Submit a resume to cnyjobs@hiresapphire.com for immediate consideration. Sapphire Recruitment is an EOE.