As an Executive Assistant, a typical day might include the following:
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on ownership's behalf
- Managing the owner's calendar, including making appointments and prioritizing the most sensitive matters
- Coordinating travel arrangements, including flight bookings, hotel accommodations, and ground transportation for ownership; creating an itinerary prior to travel and providing on-trip support when needed
- Acting as the main point of contact between the owner, employees, various clients and other external partners
- Appropriately answering and routing calls to ownership
- Organizing meetings, including scheduling, sending reminders, booking the meeting location, making reservations and/or organizing meeting amenities such as food and drinks when necessary
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
- Maintaining accurate and comprehensive records of important documents and reports
- Working with the executive team on any special projects assigned
- Additional duties as assigned
This job might be for you if you demonstrate the following abilities and meet the following qualifications:
- Minimum two years administrative assistant or executive assistant experience in a similar environment required. Strong travel-related experience preferred
- High school Diploma/GED required. Associates or bachelors degree preferred
- Time management and the ability to meet deadlines
- Excellent verbal and written communication skills
- Strong organizational skills and ability to multitask
- Problem-solving and decision-making skills
- Ability to act as gatekeeper and escalate relevant information to the management team as needed
- Ability to use standard office equipment such as copiers, business telephone systems, projectors and fax machines
- Ability to work effectively with minimal supervision
- Strong interpersonal skills
- Ability to treat confidential information with appropriate discretion
- Exceptional attention to detail
- Familiarity with Microsoft Office Suite
Physical Demands / Work Environment / Hours
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential work functions.
- This position is located in beautiful new office at The Hub on Causeway with scenic views of the Zakim bridge. This full-time role is office-based and is NOT a remote opportunity
- Job functions require hours of sitting, typing, and use of a computer
- May be required to lift or move up to 30 lbs using proper lifting techniques and work in a fast-paced, high energy environment
- Non-typical office hours may be requested including evenings, weekends, and holidays
