Executive Assistant to Key Officer

Location Rochester, New York, United States of America Category Corporate Services Job  Job Type Full time Posted Date 10/05/2026

Summary
This is a hybrid position. Candidates are expected to work on-site in Rochester periodically (0-2 days per week on average). The selected candidate must also be willing and able to travel occasionally (approximately 2-3 times per year) to other regional locations, including Syracuse, Buffalo, Utica, and Albany, for meetings, annual business events, and other organizational activities as needed.

The Executive Assistant to Key Officer provides advanced administrative, strategic, and operational support to key officers and senior executives, enabling the effective execution of organizational and leadership priorities. Serving as a trusted partner and liaison, this role manages highly complex calendars and schedules, coordinates high-level internal and external communications, and oversees logistics for executive meetings, travel, and critical initiatives. The Executive Assistant regularly handles sensitive and confidential information, prepares executive-level materials and briefings, and supports decision-making through thoughtful organization and attention to detail.

This position requires exceptional judgment, discretion, and the ability to anticipate executive needs, streamline workflows, and align daily activities with broader business objectives, allowing leaders to operate efficiently and focus on strategic outcomes.

Essential Accountabilities

• Provides high-level administrative support to Key Corporate Officers, overseeing day-to-day activities of the office and division.
• Manages multiple highly complex calendars, competing priorities, projects and competing deadlines.
• Coordinates and oversees domestic travel arrangements, meetings, and executive and divisional events.
• As assigned, provides independent research, the compilation or analysis of data for the review and may require selection of data from several sources.
• Prepares executive-level reports, tailored board briefings/talking points, presentations preparations, and meeting materials.
• Supports ELT readiness: review agendas/minutes, ensures materials completeness, blocks calendars for executive prep time, tracks decisions/action items, issues post meeting summaries, and aligns with ELT and HPET administrative partners.
• Act as an administrative liaison to the board of directors. Manages relationships with Board of Directors and maintains discretion and confidentiality in relationships with all board members.
• Supports strategic initiatives work streams and organizational changes—stakeholder readiness, communications, and cross functional dependency tracking.
• Independently manages sensitive and confidential information.
• Acts on behalf of the executive with high judgment and discretion—protecting executive time and brand while proactively identifying risks, gaps, and operational improvements.
• Leads administrative workflows and serves as a subject‑matter expert across the organization.
• Drives post meeting follow through (owners, due dates, closure) and maintains momentum when the executive is out of office.
• Assists with the management, organization and prioritization of executive inbox.
• Supports divisional and organization wide strategic initiatives and cross-functional projects.
• Collaborates with peers to share standards, shared practices, steward office operations and mentoring the administrative community.
• Provides high level executive administrative support to additional key executive officers as needed.
• Trains, mentors, and provides functional guidance to organizational administrative staff.
• Proactively identifies risks, gaps, and operational improvements.
• Consistently…