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Executive Assistant - Boston

Boston, Massachusetts

Job Description:

Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine, but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment

Position Overview:
This position will manage the calendar and general administrative requirements for multiple executives.  Principal duties will be managing complex calendars ensuring timely, thorough and accurate updates; responding to time sensitive calendar changes and requests, coordinating travel and expense management.  May be involved in high-level internal client contact and exposure to sensitive information, and must use tact, diplomacy and judgment.

Responsibilities:
• Supports multiple executive calendars with ability to prioritize competing priorities
• Heavy calendar management including confidential administrative support, robust scheduling for high-level executive meetings; creation of simple agendas and light material preparation
• Coordinate schedules ensuring proper details are included for meetings as well as time is maximized to create efficiencies such as transition times and scheduling time for deliverables
• Arranging meeting space for local meetings as well as when executives are traveling
• Screen & respond to incoming calls: forward & respond pro-actively as appropriate
• Write and distribute email, correspondence memos, letters and forms
• Relieves management of administrative details; gathers, compiles and reports information
• Keep current with company policies and procedures
• Supply and facility management including access coordination and ordering necessary technology
• Book travel arrangements within company guidelines
• Submit and reconcile expense reports adhering to expense policies
• Act as the point of contact and provide general support for internal and external visitors
• Liaise with other administrative assistants to handle requests and queries from senior managers
• May assist other senior members of the Chief Administrative Office leadership team when needed
• Assists with on/off boarding of employees and contractors as well as coordinating employee events

General Qualifications / Required Skills:

• Proficient in Microsoft Office Products (Outlook, Word, Excel, PowerPoint)

• Previous calendar management support for multiple executives

• Excellent written, verbal communication and listening skills

• Attention to detail and pro-active problem solving skills

• Ability to balance multiple conflicting objectives, projects or activities

• Domestic travel planning and expense reconciliation

• Experience navigating online administrative portals for supplies, travel, technology, etc.

• Strong organizational skills with the ability to multi-task

• Proven relationship skills, adaptable and ability to work with a variety of constituent groups including senior executives

• Demonstrated ability in either current or prior positions  to work autonomously across a complex organization structure

Undergraduate degree (or equivalent work experience) and minimum 5 year work experience in a business environment is preferred.

Job Band:

H7

Shift: 

1st shift (United States of America)

Hours Per Week:

40

Weekly Schedule:

Referral Bonus Amount:

0

Job Description:

Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine, but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment

Position Overview:
This position will manage the calendar and general administrative requirements for multiple executives.  Principal duties will be managing complex calendars ensuring timely, thorough and accurate updates; responding to time sensitive calendar changes and requests, coordinating travel and expense management.  May be involved in high-level internal client contact and exposure to sensitive information, and must use tact, diplomacy and judgment.

Responsibilities:
• Supports multiple executive calendars with ability to prioritize competing priorities
• Heavy calendar management including confidential administrative support, robust scheduling for high-level executive meetings; creation of simple agendas and light material preparation
• Coordinate schedules ensuring proper details are included for meetings as well as time is maximized to create efficiencies such as transition times and scheduling time for deliverables
• Arranging meeting space for local meetings as well as when executives are traveling
• Screen & respond to incoming calls: forward & respond pro-actively as appropriate
• Write and distribute email, correspondence memos, letters and forms
• Relieves management of administrative details; gathers, compiles and reports information
• Keep current with company policies and procedures
• Supply and facility management including access coordination and ordering necessary technology
• Book travel arrangements within company guidelines
• Submit and reconcile expense reports adhering to expense policies
• Act as the point of contact and provide general support for internal and external visitors
• Liaise with other administrative assistants to handle requests and queries from senior managers
• May assist other senior members of the Chief Administrative Office leadership team when needed
• Assists with on/off boarding of employees and contractors as well as coordinating employee events

General Qualifications / Required Skills:

• Proficient in Microsoft Office Products (Outlook, Word, Excel, PowerPoint)

• Previous calendar management support for multiple executives

• Excellent written, verbal communication and listening skills

• Attention to detail and pro-active problem solving skills

• Ability to balance multiple conflicting objectives, projects or activities

• Domestic travel planning and expense reconciliation

• Experience navigating online administrative portals for supplies, travel, technology, etc.

• Strong organizational skills with the ability to multi-task

• Proven relationship skills, adaptable and ability to work with a variety of constituent groups including senior executives

• Demonstrated ability in either current or prior positions  to work autonomously across a complex organization structure

Undergraduate degree (or equivalent work experience) and minimum 5 year work experience in a business environment is preferred.

Shift:

1st shift (United States of America)

Hours Per Week: 

40

Learn more about this role

Full time

JR-22024206

Band: H7

Manages People: No

Travel: No

Manager:

Talent Acquisition Contact:

Noelle Mattessich

Referral Bonus:

0

Street Address

Primary Location:
100 Federal St, MA, Boston, 02110