Executive Assistant

Job Description

Our client, a large and influential employer in Boston, is looking to hire an Executive Assistant with strong experience and professional polish to support a C-Suite level office (Chief Human Resources Officer). This role is on-site and will require five days/week in the downtown Boston office.

Primary responsibilities include: complex calendaring, meeting management, event coordination, preparation of presentation materials and other departmental communications, and routine office tasks such as maintaining and organizing file systems, ordering supplies, processing invoices and tracking expenses.

Experience supporting executive leadership in a large, complex organization is strongly preferred and high-level expertise in calendar management is a key requirement.

Job Responsibilities:

• Manage the CHRO’s complex, high volume calendar, ensuring adequate balance of meeting time, work time, travel time, and general availability
• Act as the interface and intermediary for managing initial communication with a variety of stakeholders including the compensation committee, members of the board, individuals who work at various levels of government, industry, and philanthropy, and any incoming calls
• Triage calls as appropriate, dealing courteously and professionally with all calls and inquiries
• Maintain awareness of the CHRO’s daily schedule, including the planning and timely notification of meetings and appointments using independent judgment in setting priorities and proposing alternatives to meeting schedules, and preparing for/cleaning up from in-person meetings
• Collaborate with other Executive and Administrative Assistants to schedule meetings and events, coordinate and organize special events, and serve as key point of contact for important group meetings
• Arrange for conference room and technical support (i.e. projector, WebEx, teleconferencing, etc.), ensure meeting participants have accurate meeting logistics (locations, directions, security clearance, etc.), and prepare other materials as necessary
• Manage compensation committee meetings
• Maintain office files and systems to ensure the easy retrieval of materials
• Produce complex confidential reports and memoranda which may include tables, graphs, and other visual materials and web searches
• Assist with the production of materials for presentation and distribution, utilizing PowerPoint, Excel or equivalent software
• Coordinate all travel arrangements, process and track expense reports, purchase orders, invoices, and check requests
• Process accurate, time-sensitive accounts payable documents
• Order and maintain all office supplies and distribute mail

Job Qualifications:

• Minimum of 5 years of administrative experience supporting executive-level leaders and managing complex calendars
• Must be able to function in an extremely high-level, fast-paced, ever-changing environment, organize and prioritize work, meet tight deadlines, and react quickly and efficiently to incoming communications
• Ability to effectively communicate with different audiences and staff at all levels of the organization, manage multiple priorities and projects simultaneously, and act with sound judgment and discretion while working with highly confidential and sensitive information
• Proficiency in Microsoft Office, including Outlook, Excel, Word, and PowerPoint. Ability to learn new software and other computer programs quickly and ability to train others on systems as needed
• Ability to work independently, plan and initiate new activities, prioritize a variety of tasks to meet deadlines, and develop solutions to complex issues supporting multiple professional-level staff while maintaing attention to detail
• Strong verbal, and written communication skills
• Associates degree or related experience required, Bachelor’s degree preferred