"Alerted.org

Administrative Assistant

Nov 28, 2025

Williamsville, NY, US, 14221

Salary: $20.33- $30.50

SUMMARY

The Administrative Assistant provides advanced, detail-oriented support to the SVP and GVP’s of Sales & Merchandising within Northeast Shared Services. This role requires high-level organizational, communication, and technical skills to support a fast-paced, deadline-driven environment. The Assistant manages sensitive information with discretion, coordinates executive schedules, supports departmental reporting, and serves as a critical liaison between leadership, internal teams, and external partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support

+ Manage and coordinate daily schedules, calendars, and priorities for the SVP and GVP’s.

+ Screen and route incoming calls, emails, publications, and confidential correspondence.

+ Prepare, proof, and format executive-level presentations, departmental reports, spreadsheets, and documents.

Sales & Merchandising Administrative Operations

+ Assist with the preparation of category reviews, vendor meeting materials, promotional schedules, and sales performance reporting.

+ Maintain and organize files related to contracts, vendor agreements, product information, category plans, and promotional calendars.

+ Support coordination of meeting materials, and seasonal planning needs.

Meetings, Events & Logistics

+ Coordinate departmental and cross-functional meetings, ensuring agendas, materials, and follow-ups are prepared.

+ Organize travel arrangements and itineraries for executives and team members, including multi-location travel to corporate offices, vendor sites, and store locations.

+ Assist in organizing vendor summits, team events, and business reviews as needed.

Office & Departmental Coordination

+ Order and maintain office supplies and department resources.

+ Provide administrative support to broader Sales & Merchandising teams as needed, including coordinating deadlines and distributing communications.

+ Serve as department point-of-contact for internal administrative processes, policy updates, and shared service requests.

Confidential Records & Reporting

+ Maintain confidential files, metrics, departmental reports, and leadership documents.

+ Support budget tracking activities including invoice processing, expense reporting, and maintaining department logs.

MINIMUM QUALIFICATIONS

+ Consistently meets or exceeds performance expectations.

+ Excellent written and verbal communication skills, including professional correspondence and executive-level presentation formatting.

+ Strong organizational and time-management abilities with the ability to handle multiple priorities.

+ High proficiency in Microsoft Office suite: Word, Excel, PowerPoint, Teams, Outlook; SharePoint experience preferred.

+ Ability to work independently and with limited direction while managing sensitive and confidential information.

+ Typing proficiency of 60+ WPM.

EDUCATION AND EXPERIENCE

+ Vocational, specialized training, or equivalent professional experience.

+ Minimum of3–5 years of administrative support, preferably supporting executives or within retail, sales, merchandising, or shared services environments.

PHYSICAL REQUIREMENTS

Walking Frequent 3-5 Hours

Standing Frequent 3-5 Hours

Sitting Frequent 3-5 Hours

Pushing/Pulling Occasional 1-3 Hours up to 10lbs

Lifting Occasional 1-3 Hours up to 10lbs

Our Company does not discriminate against individuals on the basis of race, color, national origin, religion, sex, affection or sexual orientation, disability, age, marital status, liability for military service, status as a veteran, gender identity or expression, genetic information, pregnancy, and any other characteristic protected by applicable federal, state, or local laws.

Should your hours and availability better fit the needs of another store or desired shift, we may consider your application for another location or shift.

Nearest Major Market:Buffalo