Executive Administrator

Support the overall operation of the office by working closely with the leadership team to ensure seamless coordination of day-to-day activities.

Executive Administrator

Wilmac Technologies is a premier global provider of sales, professional services, and support for the world’s most widely used Communications Recording and Customer Experience technologies. Wilmac Technologies’ Cloud Contact Center, Communications Compliance, and Enterprise Information Archiving (EIA) solutions are powered by best-of-breed products and dedicated sales and support teams. Through its own development, partnerships, and leading vendors, Wilmac Technologies is committed to providing customized solutions for every customer, regardless of industry type or business size.

We are seeking an Executive Administrator to join our team and contribute to the success of our organization! As the Executive Administrator, you will support the overall operation of the office. You will work closely with the executive team to ensure seamless coordination of day-to-day activities.

This position is available in our Rochester, NY office.

About You

Ultimately, we need someone who is a detail-oriented self-starter with prior executive administration experience. This person needs to be someone who exhibits sound judgement with the ability to prioritize and make decisions. Energetic and eager to tackle new projects and ideas, the Executive Administrator role is completely new to Wilmac. This person must have a resourceful, can-do attitude and thrive in a fast-paced environment. The Executive Administrator must be comfortable interacting with high-level executives and is a team player, capable of cultivating productive working relationships across the company.


  • Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements
  • Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up
  • Attend meetings and take notes of discussion; prepare draft of minutes and summaries
  • Draft, review, and send communications on behalf of executives
  • Handle printing, faxing, mail/overnight packages, copying, and filing for executive team
  • Assist the executive team in the development of presentations, spreadsheets, and collateral for internal and external audiences
  • Organize and track office supply stock and place orders for office equipment, trade show materials, Wilmac swag, etc.
  • Manage all front desk activity, including accepting mail and packages and welcoming visitors
  • Coordinate and book all travel arrangements for executive and sales teams
  • Coordinate all office lunches, happy hours, dinners, and reservations
  • Work with vendors to coordinate and schedule water, coffee, food stock
  • Answer and respond to phone calls, communicate messages and information to executives
  • Work with local and national charities for sponsorship opportunities
  • Assist executive team whenever necessary


  • 3-10 years’ prior experience as an office administrator, office assistant, or executive assistant
  • High school diploma; bachelor’s in office administration or relevant field is preferred
  • Qualifications in secretarial studies will be an advantage
  • Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
  • Exceptional writing, editing, and proofreading skills
  • Excellent time-management and organizational skills
  • Ability to multi-task and work in high-stress situations
  • Interpersonal skills


This role is full-time at 40 hours per week within the 8-5pm business day.

Pay: $47,000-$54,000 salary

The position will receive benefits including:

  • Health, life, and disability insurance
  • 401k profit sharing: match $1 to $1 for first 3%, 50% for the next 2%, company maximum of 4%. Eligible after 1 year of service.
  • Vacation
  • Personal and professional development training
To apply, send your resume to [email protected].

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