Executive Assistant - Onsite in Boston

Executive Assistant - onsite 4 days (1 remote) in Boston

• Work Schedule:
  
  35 hours/week (8 hours a day with 1 hour for lunch)
• Location:
  
  Hybrid, in-office 4 days a week with one remote day per week. 300 Mass Ave, Boston, MA 1st floor
• Duration: 6 months
• Top 3 technical or soft skills you'd like to see that will lead you to request an interview?
• Pay Rate: $28-31/hr on W2

* Candidates must be able to work directly on a W2 without sponsorship. No C2C!!

The Executive Assistant to the Vice President, Advancement Resources provides administrative support to the VP, as well as assists on a variety of duties including campaign operations, the Village of Belonging and technology-related tasks and projects. They are responsible for developing effective systems to manage the VP's administrative needs in collaboration with administrative support within the unit, including calendar management, meeting preparation, document preparation, and conducting research for requested projects.

The Executive Assistant will also oversee budgets and spending under the VP in collaboration with the Advancement Operations team and is responsible for expense reporting and reconciliation as well as summarizing and updating the VP on these budgets. They will collaborate with Alumni Engagement and the Advancement Resources Project Manager in support of Village of Belonging engagement and events.

The Executive Assistant must have the ability to independently manage projects effectively from start to completion. They will compile, format, and analyze data and make observations, identify new trends and best practices, and make recommendations to the VP. They will utilize existing systems and reporting tools (ex. Salesforce, Tableau, Cognos) to execute reports, dashboards, and extracts and learn new systems as they are introduced.

The Executive Assistant must be comfortable with data manipulation, analysis, and reporting and be well-versed in Microsoft Excel. Experience with CRMs, especially Salesforce, is a plus.

The Executive Assistant must interact in a professional manner with colleagues in Advancement, campus partners and alumni, communicating the vision and mission for the Village of Belonging, and providing support when needed by partners.

Manage the VP's calendar, meeting preparation, document preparation, and conducting research. Track budget and spending, summarizing and updating the VP. Collaborate with Operations team to ensure invoices and paid in a timely manner. Effectively manage projects from start to finish.

Compile, format, and analyze data and make observations, identify new trends and best practices, and make recommendations. Utilize existing systems to execute reports, dashboards, and extracts. Learn new systems as they are introduced.

Invitation follow-up, Event follow-up correspondence and tasks, social media management for the Village of Belonging in collaboration with Project manager and Communications

Annual Operating Budget that the job manages (excluding payroll, one-time supplements or temporary expenditures such as capital equipment). Explanation:
Track spending, submit invoices, reconcile expenses

(Please attach an organization chart for this area)

Title of the immediate manager:
Vice President, Advancement Resources

Provide the minimum level of qualifications required for an employee to succeed in this specific job.

Bachelor's degree required with 3-5 years of experience in an office environment. Candidate must be a mature professional who can produce quality results in a fast-paced environment. Must be able to manage, prioritize, and perform multiple tasks at once with ease and efficiency; a flexible attitude is an asset. Must be able to collaborate well with others and maintain campus-wide relationships.

The ideal candidate has experience with the gathering, analysis, and reporting of data. Must be a self-starter who is highly motivated, can think independently and analytically, is organized, and extremely detail oriented. Must be proactive, anticipate problems, and be resourceful to find workable solutions, and should work well with others at all levels. Ability to evaluate potential changes in process or procedure and embrace changes.

The ideal candidate has direct experience in information management and possesses strong written and verbal skills. Experience with managing databases is essential as is a strong working knowledge of Excel. Willingness to learn new skills and technologies. Experience with CRMs, especially Salesforce, a plus.

Estimated Min Rate: $28.00

Estimated Max Rate: $31.00

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