Administrative Assistant

Position Title:
Administrative Assistant

Duration: 7 months contract

Location:
Boston, MA

Hybrid role: MUST be local to Boston and able to do a 4-1 schedule

Required:

• 3+ years of experience supporting Sr leadership in a large organization
• Managing multiple Sr leadership calendars
• Scheduling international meetings and time zones, room booking, larger scale meetings
• Event management, working with outside vendors

Ideal candidate:

• Navigating a matrixed organization
• Familiarity with Microsoft suite, slack, Concur, Box, Zoom

Primary

Job Responsibilities:

• Complex Calendar Management:
  Proactively manages the leader's calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
• Meetings and Events:
  Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
• Communications:
  Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.
• Travel:
  Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles
• Expenses:
  Track and submit expense reports, reinforce Policy w/team members
• On/Off boarding:
  Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
• Presentations:
  Produce and/or edit high quality PowerPoint or Keynote presentations
• Organization Chart Management:
  Handle the creation and maintenance of organizational charts as needed
• Budget Tracking: may assist leader with tracking of expenses
• Support team plans, projects, activations or other deliverables as needed
• Serve as the main point of contact for administrative questions from the team
• Provide coverage for other leaders where temporary administrative needs exists

Experience

Required:

• High school diploma or equivalent required
• Minimum of 3 years of administrative work experience required

Key Capabilities:

• Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
• Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal systems
• Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions
• Ability to occasionally work outside of core business hours
• Familiarity with Microsoft Suite, Slack, Box, and Concur preferred