The Executive Assistant manages a complex and often changing calendar; organizes meetings; schedules appointments; makes extensive travel arrangements; and assembles preparatory material for meetings, working with staff as required. He/she serves as the initial point of contact, greeting visitors and acting as an information source on the organization. The Executive Assistant reviews, routes, answers, and/or monitors follow-up on correspondence and inquiries; and interfaces with other executives, event sponsors, and a variety of outside constituencies including senior business and government officials. The Executive Assistant works with the Administrative Manager to set up and administer office systems and procedures and performs other duties as required. There is a junior administrator as well as a part-time office assistant who are also involved in many of these activities.
The Executive Assistant also tracks ongoing projects related to home life (including but not limited to dealing with household matters; making family travel and vacation arrangements; and scheduling personal appointments for executive). He/she supervises and works directly with the household manager to ensure coordination of home schedule and that of his family; schedules meetings with outside vendors/contractors for both primary and secondary residences, including architects and general contractors. The Executive Assistant also coordinates the purchase and dissemination of season sports tickets for Boston’s major sports teams.
The Executive Assistant manages and tracks use of time-shared aircraft as well as other charter aircraft companies that are used by the executive. He/she maintains a regular dialog with companies with whom the executive consults, facilitating meetings, and ensuring that executive gets background material on a timely basis.
Minimum of five+ years’ senior administrative experience providing support with tact and diplomacy in a high-pressure environment. The ideal candidate must demonstrate a willingness to learn and grow in the position over time. The candidate will have high standards in terms of organization and attention to detail; strong written and verbal communication skills; an excellent memory; flexibility and problem-solving skills; ability to work independently and to proactively anticipate needs; ability to manage multiple tasks, many with shifting priorities; ability to handle confidential information and material with discretion and diplomacy; and must work well under pressure and under deadline. The position requires a demonstration of sound judgment of the importance of numerous requests and priorities in terms of the executive's time. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
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Incredible benefits...full and comprehensive
Minimum Education Required