Job Description

Position: Executive Administrative Assistant

Location: Rochester NY

Employment Type: Full-time, Salaried

Salary: $75,000 – 85,000

Education: HSD/GED or equivalent is required, Associate or Bachelor degree is preferred

Experience: 5-7 years experience supporting executive leadership team in an executive level administrative assistant capacity

About the Role

Adaptec Solutions is seeking an experienced Executive Administrative Assistant to provide high-level administrative support to the Executive Leadership Team at our Rochester headquarters. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment and takes ownership of their work. The successful candidate will manage executive scheduling, coordinate travel and events, prepare documentation and presentations, and assist with confidential administrative processes.

Key Responsibilities

• Provide daily administrative support to the Executive Leadership Team, including calendar management, scheduling, and correspondence.
• Coordinate internal and external meetings and company events such as town halls and offsite meetings.
• Arrange travel logistics for executive leadership and new hires as needed.
• Prepare and edit agendas, reports, and presentations with a high level of accuracy and attention to detail.
• Manage expense reporting for the CEO and COO.
• Support HR administrative functions such as new hire folders, I-9 file maintenance, termination letters, and project-based tasks.
• Serve as liaison and organizer for Board of Directors meetings.
• Handle confidential information with discretion and professionalism.
• Assist in developing or improving administrative processes related to travel, meeting coordination, and expense submissions.

Qualifications

• 5-7 years of experience supporting executive leadership in an administrative capacity.
• Proven experience coordinating executive travel and managing complex schedules.
• Demonstrated ability to prepare and edit professional correspondence, presentations, and reports.
• Strong proficiency with Microsoft Office Suite, especially PowerPoint, Outlook, Word, and Excel.
• Excellent organizational and project management skills with sharp attention to detail.
• Experience working with confidential materials and sensitive information.
• Ability to prioritize and adapt to changing needs in a fast-paced environment.
• Associate degree preferred; high school diploma or GED required.
• Notary Public certification preferred.

Key Competencies

• Exceptional attention to detail.
• Strong interpersonal and communication skills.
• Service-oriented mindset with a sense of urgency when appropriate.
• Proactive, resourceful, and highly organized.
• Independent and accountable for deliverables.

What You’ll Accomplish

In this role, you’ll quickly become a trusted partner to Adaptec’s executive team. Within the first six months, you’ll independently manage day-to-day administrative functions, while identifying and implementing improvements to key administrative and travel processes.

Why Join Adaptec

At Adaptec Solutions, you’ll have the opportunity to work autonomously, own your processes, and make a direct impact on organizational efficiency. We value professionalism, reliability, and initiative — and we’re looking for someone who embodies those traits.

In compliance with pay transparency requirements, the wage range for this role is $75,000 – $85,000/yr . The rate range provided is a general guideline. When extending an offer, Adaptec Solutions considers factors including, but not limited to experience and geographic location. Adaptec Solutions also offers a variety of benefits including generous paid time off (PTO), 11 paid company holidays including your birthday, generous health plans, dental and vision insurance, HSA/FSA accounts, generous 401(k) match and immediate vesting, short-term/long term disability coverage and basic life/AD&D insurance and education assistance.

Adaptec Solutions, LLC is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

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