Executive Assistant at Buffalo City Mission – BUFFALO, New York

Executive Assistant

Buffalo, NY

$21-$23 per hour

Buffalo City Mission is seeking an Executive Assistant. This position is full-time, working across our Buffalo locations.

Serve with Purpose:

Rooted in the Gospel of Jesus Christ, we are more than a workplace. We are a community united by faith, compassion, and a shared commitment to changing lives. At Buffalo City Mission, we believe everyone deserves a second chance. Every day, we witness lives transformed through the power of grace, love, and hope. Our mission is to serve men, women, and families facing barriers to stability. Offering not just shelter and support, but the opportunity to rebuild their lives with dignity and purpose.

Why Buffalo City Mission:

We are proud to offer competitive pay and a comprehensive benefits package that includes medical coverage with a single-high premium paid in full by the employer, a Health Savings Account (HSA), vision coverage, employer-paid life insurance, and supplemental insurance options. Beyond compensation and benefits, we cultivate a workplace where faith inspires action, service is a calling, and every team member plays a role in restoring hope.

Responsibilities:

· Manage and coordinate complex calendars for the Executive Leadership Team, ensuring alignment with organizational priorities and effective use of time.

· Provide administrative support to Departmental Directors, including preparation of reports, presentations, correspondence, and other materials.

· Serve as a liaison between the Executive Leadership Team and internal/external stakeholders to ensure clear, professional, and timely communication.

· Draft, proofread, and distribute internal communications, ensuring consistency, accuracy, and professionalism.

· Coordinate and execute Executive Leadership Team and Board of Directors meetings, including scheduling, logistics, room setup, A/V support, and catering as needed.

· Record meeting minutes and maintain accurate documentation of discussions, decisions, and action items; track follow-up to ensure completion.

· Maintain organized and secure filing systems (digital and physical) for contracts, reports, and other sensitive organizational documents.

· Develop, document, and maintain Standard Operating Procedures (SOPs) to support consistency, efficiency, and organizational best practices.

· Provide basic IT support, including troubleshooting common office technology issues, assisting with meeting technology (A/V, virtual platforms), and coordinating with external IT vendors as needed.

· Manage daily office operations including ordering supplies, handling mail distribution, and coordinating with vendors or building maintenance.

· Ensure executive and meeting spaces are organized, professional, and prepared for guests, including donors and community partners.

· Coordinate and/or assist with facility tours for donors, partners, and community stakeholders, ensuring a welcoming and informative experience.

· Provide front-facing support by greeting visitors and representing the organization with professionalism and hospitality.

· Assist with preparation and assembly of materials for reports, grant applications, presentations, and organizational initiatives.

· Monitor project timelines and support leadership in tracking progress on key initiatives and organizational goals.

· Identify and implement opportunities to improve administrative processes and office efficiency.

· Handle sensitive and confidential information with a high level of discretion and professionalism.

· Maintain effective communication and working relationships with staff, volunteers, and external partners.

QUALIFICATIONS

Education and Experience:

· High School diploma or GED required plus 5+ years of administrative experience, with a proven track record of supporting a multi-person leadership or C-Suite team.

· Advanced skills in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and a high degree of comfort troubleshooting basic office technology.

Other Qualifications:

· Strong organizational and time management skills with the ability to manage multiple priorities.

· Exceptional attention to detail and the ability to pivot quickly between high-concentration tasks and routine administrative chores.

· Demonstrated ability to maintain confidentiality and exercise discretion.

· Experience coordinating meetings, preparing reports, and managing executive communications.

· In the midst of a mature walk with Jesus Christ.

Job postings are not intended to be an exhaustive list of duties. The employee may be asked to perform job-related tasks other than those specifically stated in this description.

We are proud to be an Equal Opportunity Employer, committed to creating an inclusive and welcoming workplace where everyone has the chance to thrive.