Office Coordinator

  • ID: 539616
  • Posted: 5/21/2024
  • Location: Buffalo, NY
  • Category: Admin - Administrative
  • Job Type: Direct Placement
  • Duration: Direct Placeme


Aleron is seeking a supportive Administrative Assistant for our global headquarters in downtown Buffalo!  500 Pearl Street is in the Theatre District, one block from Main Street. The office boasts beautiful views of the lake and the surrounding downtown area. Come join a dynamic, locally owned company that is making a difference in Buffalo!  You will be able to use your talent to help support the Executive Leadership team as well as general office support. This is a great opportunity to show off your attention to detail and organizational skills by scheduling meetings, arranging travel, coordinating lunch and dinner reservations, and reviewing and submitting expense reports. This position will assist with charitable giving and help plan internal company events such as the annual picnic and holiday party.  Reporting to our Chief of Staff, our Office Coordinator interfaces with multiple departments and allows interaction with staff throughout the organization.  

What Aleron has to offer:

  • Benefit Package includes health insurance, Health Savings Account, dental insurance, disability insurance, life insurance, vision insurance, and 401K
  • PTO plus 10 paid holidays
  • $22.00-$24.00 Hourly
  • Free, covered parking!

Essential Duties and Responsibilities:

  • Arranging domestic and international flights, transportation, meals, and accommodation for CEOs.
  • Managing CEOs' personal and business schedules, as well as coordinating meetings, conference calls, dinners, and interviews.
  • Preparing for board meetings, which includes drafting agendas, gathering, and printing all necessary documents, and organizing refreshments.
  • Compiling and submitting expense reports on behalf of C-level executives, as well as aiding in PO/invoice processing.
  • Assisting Chief of Staff in maintaining client experience program, as well as learning and development community.
  • Responsible for general office administration, such as: opening and closing, managing inventory of office supplies, handling vendors (e.g., building contacts, document shredding, plant        vendors, etc.), straightening conference rooms, mail sorting, and maintaining kitchen areas and supplies.

Other Duties:

  • Submitting periodic reports to management as requested.
  •  Supporting other projects and administrative duties as directed by Company; these tasks may include client experience, communications, HR, marketing, and other business functions,        as capacity and interest allow. 
Job Requirements

Required Skills / Qualifications:
  • Associate degree or equivalent experience
  • Self-starter with demonstrated ability to complete tasks and act independently
  • Proficient in MS Office including MS Outlook, Word, Excel, and PowerPoint
  • Ability to multi-task, attention to detail, excellent communication and organizational skills, and must always present a positive and professional image
  • Should be able to work under deadlines and have some flexibility in their work schedule to meet unforeseen demands

Preferred Skills / Qualifications:

  • 2 years of experience as an Administrative Assistant or Personal Assistant 
  • 1 year of travel and meeting planning experience

Benefits Include: Health insurance, HSA, dental insurance; disability insurance; life Insurance; paid time off; and vision insurance, 401(k).

Additional Information: Upon offer of employment, candidate will be subject to a background check and a drug screen. Additional industry skill testing may be needed prior to placement.

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are Equal Employment Opportunity and Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender identity, sexual orientation, national origin, genetic information, sex, age, disability, veteran status, or any other legally protected basis. The Aleron companies welcome and encourage applications from diverse candidates, including people with disabilities. Accommodations are available upon request for applicants taking part in all aspects of the selection process.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.

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