About Us: Utica Coffee Roasting is a locally owned and operated coffee roastery dedicated to sourcing, roasting, and serving the highest quality coffee beans. Our mission is to deliver exceptional coffee experiences while promoting sustainability and community engagement. As we continue to grow, we are seeking a highly organized and proactive Executive Assistant to support our executive team.

Position Overview: The Executive Assistant will provide comprehensive administrative support to the Owner and Administration staff, ensuring efficient operation of the executive office. The ideal candidate will be detail-oriented, adaptable, and capable of handling multiple priorities with discretion and professionalism. This role requires strong organizational skills and the ability to anticipate the needs of executives.

Responsibilities:

• Administrative Support:
• Manage and maintain executive calendars, including scheduling appointments, meetings, and travel arrangements.
• Prepare and organize meeting agendas, materials, and presentations.
• Coordinate and facilitate communication between executives and internal/external stakeholders.
• Office Management:
• Handle incoming correspondence, emails, and phone calls, ensuring timely responses and follow-ups.
• Maintain and organize confidential files and documents.
• Oversee office supplies and equipment, ensuring availability and functionality.
• Project Coordination:
• Assist with the planning and execution of special projects and initiatives.
• Conduct research and gather information as needed for executive decision-making.
• Monitor project timelines and deliverables, providing updates to executives.
• Event Planning:
• Organize and coordinate company events, meetings, and conferences.
• Manage logistics, including venue selection, catering, and travel arrangements.
• Prepare and distribute event materials and communications.
• Financial Administration:
• Assist with budget preparation and expense tracking.
• Process invoices, reimbursements, and financial reports.
• Liaise with the finance department to ensure accurate financial record-keeping.
• Executive Support:
• Act as a gatekeeper, managing access to executives and prioritizing demands on their time.
• Provide personal assistance to executives as needed, including handling confidential matters.
• Support executives with personal tasks and errands when required.

Qualifications:

• Associates or Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• High level of professionalism and attention to detail.
• Ability to work independently and as part of a team.

Benefits:

• Competitive salary commensurate with experience.
• Health insurance benefits.
• Paid time off and holidays.
• Opportunities for professional development and career growth.
• Positive and collaborative work environment.

Utica Coffee Roasting is an equal opportunity employer and values diversity in the workplace. We thank all applicants for their interest, but only those selected for an interview will be contacted.

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Utica, NY (Preferred)

Ability to Relocate:

• Utica, NY: Relocate before starting work (Required)

Work Location: In person