Executive Assistant – Anticipated start date – 8/3/2026
Peaceful Schools is expanding and seeking to fill an opening for a full-time Executive Assistant. As this position is newly developed and our team is currently looking for office space we anticipate this position will be based out of the Victor/Farmington/Rochester area. We are currently working to get the office location in place.
The successful candidate facilitates the efficient operation of assigned Peaceful Schools projects by performing a variety of clerical and administrative tasks as assigned. Duties applicable to site or project.
Duties & Responsibilities:
- As the first point of contact, create and maintain a peaceful climate and welcoming environment at the assigned location. Welcome and directs visitors and clients.
- Answers and transfers phone calls, screening when necessary and delivering messages as needed to the appropriate team member.
- Monitor response to inquiries to ensure messages were received and timely follow up has been completed by the designated team member.
- Assist with coordinating vendor communications and connect with designated team members to address issues, logistics or timing of project deliverables.
- Organize and support internal and external communications including items such as meeting invitations, sending out agenda’s and meeting reminders, sending approved follow-up correspondence or sending approved introductory outreach.
- Communicates weekly schedule of job duties and communicates with supervisor duties to be completed throughout the week.
- Communicates with supervisor if concerns or questions needing to be prioritized with general requests from project team members.
- Communicate with supervisor any items needing to be purchased in person that are not able to be ordered online.
- Coordinates custodial routine to outline needs and schedules.
- Maintains digital and physical filing systems as assigned online and paper. Work with team to structure shared file locations to ensure efficient access to records and resources by key team members.
- Utilize digital office systems and project management tools to support workflow, organization, communication and collaboration across teams.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedule travel, meetings, and appointments for the project team members as needed and others as assigned.
- Coordinate logistics for travel that may include registration at conferences, hotel/transportation logistics, providing traveling team members with itinerary and logistics in preferred format.
- Prepare copies of training materials as needed for events.
- Maintains office supplies, place orders as needed, and coordinates maintenance of office equipment.
- Maintains copiers, including calling for service as need arises
- Updates and maintains information posted to entranceway for visitors
- Coordinates the ordering, shopping and setting up of catering and refreshments for office events and training.
- Work collaboratively with Peaceful Schools Accounts Manager to maintain system(s) for recording:
- expenses
- the use of petty cash
- other payments
- Maintains a system for recording assigned project equipment.
- Sort and distribute all incoming mail and package deliveries.
- Run errands as assigned including but not limited to post office as required, ordering of supplies, delivering correspondence/packages and/or other items as assigned.
- Training Center/Conference Room Schedule Coordination: as applicable to site location.
- Coordinate and maintain PS Training Center scheduling and support all aspects of scheduled events as assigned.
- Work with PS Management to develop Training Center contracts/rental agreements.
- Administer all contracts and rental agreements with customers.
- Work with customers to administer all Hold Harmless Agreements and other necessary paperwork for insurance purposes.
- Accept and track payments for Training Center room(s) rental following the PS financial policies.
- Order materials, supplies and items needed for the Training Center.
- Launder Training Center items as needed including but not limited to tablecloths.
- Maintains a system for recording:
- expenses
- the use of petty cash
- other payments
- Display strong interpersonal skills, a positive attitude, and problem-solving skills in line with the PS Core Values
- Actively participate in Peaceful Schools staff trainings and meetings as assigned.
- Follow all company policies, procedures, and protocols.
- Performs other duties as assigned.
Qualifications:
1. HS Diploma/GED required with 5 years relevant experience or Associates/Bachelor’s Degree in Hospitality, Business, or related degree with 2 years relevant experience.
2. Excellent verbal and written communication skills.
3. Excellent interpersonal and customer service skills.
4. Proficient in Microsoft Office Suite or related software.
5. Excellent organizational skills and attention to detail.
6. Basic understanding of clerical procedures and systems such as recordkeeping and filing.
7. Ability to work independently.
8. Fingerprint and background clearance as required under Laws of New York 2001, Chapter 180, and its subsequent amendments.
Working Conditions & Physical Requirements:
· Full-time, non-exempt position.
· Typical schedule is Monday – Friday 40 hours per week as assigned.
· Some evening and weekend availability as needed.
· Homebase – As assigned.
· Some telecommuting/remote work with supervisor approval.
· The position will require NYS Driver’s License, a vehicle, up to date insurance, and inspection.
· Prolonged periods sitting at a desk and working on a computer.
· Must be able to lift up to 50 pounds at times.
Position is full-time M-F, working 40 hours per week. Day-to-day schedule will be determined based on hours of the program and demands. Some evening and weekend availability may be needed.
Interested applicants should submit a resume and cover letter. Please highlight your experience in your letter. All applicants will receive a confirmation email upon receipt. Peaceful Schools is an Equal Opportunity Employer. Must be authorized to work in the U.S. We do not sponsor or take over sponsorship of employment Visa.
Applications will be accepted until the position is filled.
Pay: $20.00 - $23.75 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- relevant: 2 years (Required)
License/Certification:
- NYS Driver's License (Required)
Ability to Commute:
- Victor, NY 14564 (Required)
Work Location: In person
