Executive Assistant

Highly skilled, tech-savvy, multitasking assistant to perform business and personal tasks.

Provide a high level of administrative support to the members of the executive team as required. Coordination of tasks such as managing schedules, booking travel arrangements, event planning, managing correspondence, and organization of electronic and hard copy files.

This is an IN PERSON role in our Boston, MA office.

Duties and Responsibilities

• Schedule meetings and manage calendars.
• Take accurate and comprehensive notes at meetings.
• Information analysis and task routing.
• Help with daily time management.
• Run errands as requested.
• Plan travel, including flights, accommodation, and ground transportation.
• Coordinate events and speaking engagements.
• Create expense reports.
• Make restaurant reservations.
• Supervise vendors and contractors for office.
• Manage philanthropic interests.
• Performs other duties as assigned and required.

Requirements

• Ability to work in person at our Boston, MA office
• Minimum of 4 years of consecutive experience working with executive level management required.
• Proficient in computer technology, especially Microsoft Office applications.
• Knowledge and use of audio and/or visual conferencing software.
• Entrepreneurial drive and ability to work independently.
• Ability to multitask with analytical and critical thinking skills.
• Professional handling of sensitive information; sound judgment.
• Strong time management and organizational skills with meticulous attention to detail and accuracy.
• Proactive approach to problem solving.
• Active listening and strong interpersonal and communication skills.
• Interpersonal dynamics: Office managers and executive assistants interact with various individuals, including employees, clients, vendors, and executives. They should have strong interpersonal skills to effectively communicate, mediate conflicts, and build relationships with different stakeholders.
• Excellent verbal and written correspondence.

Education

• High school diploma required with an associate degree or two years of college preferred. Experience may be substituted for formal education.

Special Working Conditions

• Ability to travel when requested.
• Extended hours may occasionally be needed beyond regular office hours, especially during busy periods, to meet deadlines or handle urgent matters. This could include staying late or working weekends.

Special Physical Requirements

• Physically capable of navigating the office space, including walking, standing, and occasionally lifting or carrying items.
• Have good manual dexterity to operate computers, printers, fax machines, and other office devices effectively.
• Vision and hearing: Office managers and executive assistants need to read and review various documents, emails, and reports. Should have adequate vision to read and analyze written materials. Additionally, they should have good hearing to communicate effectively with employees, clients, and other stakeholders.