Executive Assistant

Description

Job Summary:

Provides administrative support for executives, exercising confidentiality, tact, and diplomacy. Manages executive calendars, prepares materials for meetings, triages communications, coordinates and optimizes executive travel plans, and helps to keep executives focused and on schedule. Essence of the role is to enable executives supported to be more productive with their time and to work as efficiently and effectively as possible.

This is a hybrid position. Candidates within 50 miles of Boston, MA, Portsmouth, NH and Columbus, OH office are required to report onsite twice a week. Please note this is subject to change. 

Responsibilities:

• Identifies the preferred method of support for assigned executives and appropriately accommodates working style. Partners with executives to help them be more efficient and effective with their time, consistently maintaining strong communication.
• Manages executive calendars. Acts as a gatekeeper to include prioritization of meetings and resolving scheduling conflicts. Keeps executives informed of changes and helps to keep them on schedule.
• Triages and responds to various forms of communications based on executive needs and preferences. Coordinates responses to requests for information, surveys, etc.
• Assists executives with preparing for meetings, to include preparing materials, setting up agendas, obtaining materials in advance, and distributing materials.
• Prepares, updates, and organizes information (using PowerPoint, Excel, Word, etc.) for inclusion in huddle boards, reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Optimizes travel arrangements (transportation, accommodations, agenda) based on executive travel needs and preferences. Manages complex itineraries, to include any changes. Processes related expenses.
• Coordinates/assists with managing team meetings (staff meetings, town halls, quarterly on-sites/off-sites, team gatherings, etc.) whether virtual or in-person. Assists with event planning.
• Assists in keeping executives and their teams well organized, to include online retrieval and archiving on collaboration platforms such as MS Teams and SharePoint, as well as supporting the Company’s records retention schedule.
• Learns and keeps informed of new tools and technologies to further executive productivity.
• Identifies and communicates useful functionality and assists with troubleshooting.
• Assists with process and/or program management such as maintaining distribution lists, coordinating nominations, distributing updates, administering surveys, conducting research, obtaining resources, preparing documents, etc.

Qualifications

• Solid knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
• Excellent organizational skills, time management skills and attention to detail, to include anticipating needs, being resourceful and proactive.
• Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, and help establish strong relationships and positive communication.
• Competencies typically acquired through an associate`s degree (or equivalent) and 4 to 6 years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the management level.

Employees may apply for a new role after completing 12 months of employment in their current position.

Employees should review all role requirements and apply only for positions for which they are eligible. Hiring processes may vary by country, including differences in procedures, requirements, and timelines.  For country-specific details, please consult your local recruiting / HR team.