Administrative Assistant

CAI is seeking an experienced, hands-on, full-time/non-exempt Administrative Assistant responsible for providing project-related support services to Buffalo-based project staff, including office-management responsibilities. This position is location in CAI’s Buffalo, New York office.

MAJOR TASKS AND RESPONSIBLITLES:

  • Maintain polite and professional communication greeting visitors; via phone; e-mail; and through written correspondence
  • Provide real-time event and meeting scheduling support, booking of staff calendars, and preventing conflicts.
  • Use computers and various computer programs to generate reports, transcribe minutes from meetings, and support creation of presentations as directed.
  • Facilitate, coordinate, and manage training and meeting arrangements and logistics including providing on-site support as assigned.
  • Assist in production, update, and dissemination of training and meeting announcements, calendars, project-related websites, etc.
  • Facilitate meeting registration processes and services.
  • Assist and support completion of communication and marketing activities.
  • Coordinate mailings; develop, maintain and update mailing and address lists.
  • Complete data entry; scan data forms; filing, faxing and photocopying.
  • Make travel arrangements, such as registering for conferences, booking flights, cars, and making hotel and catering arrangements.
  • Assume responsibility for maintenance of office space, equipment, including computers, copy machines, and ordering supplies and materials.
  • Provide back-up assistance to other projects, administrative assistants
  • Other duties as assigned.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This position requires working in an office and local travel and occassional out of state travel. It requires bending, reaching, stooping, lifting and moving and set-up of training materials and resources. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. 

SPECIAL REQUIREMENTS:

Must possess a valid driver’s license; proof of auto liability insurance; and have the use of a personal vehicle for work-related purposes.

EDUCATION, QUALIFICATIONS AND REQUIRED/PREFERRED SKILLS:

  • High school diploma
  • Five years office/administrative assistant experience
  • Proficiency in MS Office with expertise in Microsoft Work, Power Point, SharePoint, Teams, Excel, and Zoom Webinar and Meeting functions
  • Bi-lingual (Spanish) preferred
  • Good planning skills; extremely organized; and ability to multi-task
  • Well-developed interpersonal and communication skills
  • Professional appearance and manner

HOW TO APPLY:

CAI offers a competitive salary with excellent benefits and working conditions. Apply for this job.