What are the responsibilities and job description for the Executive Assistant/Office Coordinator position at Bird Bus Sales?
About Fleet Solutions:
Fleet Solutions is a family-owned dealership representing Blue Bird, Collins, and Electric school buses across New York. For over 40 years, we’ve helped schools and communities travel safely, efficiently, and sustainably. We’re looking for people who want to help us grow smarter, faster, and stronger together. Here, we’re truly family; we’re all in the driver’s seat together and it is teamwork that keeps us moving!
About this Role:
You’ll be the trusted right hand to the president—managing schedules, handling communications, and keeping daily operations organized. You’ll also ensure the office runs smoothly, from maintaining a welcoming environment to coordinating with staff and vendors. This is a hands-on position where reliability, attention to detail, and initiative make a real impact on both our team and our customers.
Job Summary:
Executive Support
Organize and maintain the President’s calendar to optimize availability and strategic priorities.
Support special projects and initiatives led by the President, ensuring deadlines and deliverables are met.
Prepare reports, correspondence, and meeting materials with precision.
Coordinate detailed travel arrangements, itineraries, and agendas.
Handle sensitive information with the utmost discretion.
Office & Facilities Management
Coordinate facility upkeep and compliance services, including but not limited to, plumbing repairs, water backflow testing, fire marshal inspections, permit-related appointments, etc.
Maintain staff apparel inventory and manage office supplies to ensure timely replenishment
Training & Events Coordinator
Arrange travel and accommodations for staff attending training and industry events.
Plan and execute internal meetings, employee appreciation events, and team-building activities.
Qualifications:
- 2–5 years’ experience as an Executive Assistant or Office Coordinator in a fast-paced operations environment
- Experience with ERP/CRM systems (NetSuite preferred)
- Strong attention to detail and organization
- Clear, professional communication and teamwork
Job Type: Full-time
Pay: $20.00 - $30.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
Salary : $20 - $30