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Larkin at Exchange
726 Exchange Street
Suite 518
Buffalo, NY 14210-1485
ph: (716) 852-3030
fx: (716) 852-3131
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431 E. Fayette Street
Suite 250
Syracuse, NY 13202
ph: (315) 671-0057
fx: (315) 218-7314
Job Posting: Administrative Assistant - WNY
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Position Title: Administrative Assistant
As part of the Health Foundation for Western and Central New York administrative staff, under the direction of the Office Manager, the Administrative Assistant contributes to achieving the strategic goals of the Health Foundation. He/she will be responsible for providing general administrative support to the entire Health Foundation for Western and Central New York office staff. He/she will regularly interact with other Health Foundation staff, consultants and members of the community and assist in maintaining and enhancing a positive image for the organization.


  • Greet and direct visitors with a professional and friendly welcome. Receive incoming telephone calls, route callers, take messages and respond to routine questions and requests.
  • Maintain calendars and handle travel arrangements for all staff except for the President and Vice President
  • Provide administrative support for all staff except President and Vice President
  • Provide meeting and administrative support to project manager consultants
  • Support internal meetings (e.g., scheduling, set up, clean up, supplies, equipment, coverage)
  • Arrange for and support non-program related meetings
  • Sort and distribute mail (U.S. and electronic)
  • Maintain and order office supplies
  • Maintain and oversee office equipment operation, maintenance and contracts (e.g., postage meter, printer/fax machine, internal phone system)
  • Serve as liaison between the Foundation and its vendors (e.g., landlord, Whiteboard)
  • Maintain kitchen area
  • Fulfill Office Manager duties when necessary
  • Reliability and Attendance – begin work on time and conform to work hours and schedule


  • Other duties and/or projects as assigned by the Office Manager or Director of Finance and Administration


  • A minimum of 2 years of experience as an Administrative Assistant or related position
  • Associate degree in a related field preferred. HS Diploma or GED required.
  • Able to set priorities, meet deadlines and manage multiple, simultaneous projects
  • Demonstrated strong organizational skills and attention to detail
  • Computer skills – working knowledge of general office software (Word, Excel, Power Point) and willingness to learn new software as required
  • Professional demeanor, outgoing, friendly personality; good team member who is readily willing to assist others
  • Self-starter who follows work through to completion
  • Excellent communication skills, both written and verbal
  • Critical thinking
  • Good judgment
  • Good problem solving skills
  • Active listening skills
  • Discreet, able to maintain confidentiality
  • Positive attitude and consumer satisfaction orientation
  • Social perceptiveness and tact
  • Excellent time management skills
  • Active learning skills
  • Comfortable with repetitive tasks
To view the full job posting, click here.
To apply, please send a cover letter and current resume to administrativeasstwny@hfwcny.org

Monday, July 13, 2015 at 5 p.m.

Applications will be acknowledged by a return email within two business days of receipt.

For more information about the Foundation, please visit www.hfwcny.org

HFWCNY is an equal opportunity employer

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