We are looking for a motivated Executive Assistant to join our growing Advanced Analytics team to support 2-3 Vice President/s (VPs). He/she willbe responsible forthe effective management of priorities throughhigh qualityadministration.
Position Responsibilities:
Administrative Support:
Provide diverse and advanced administrative support VP level staff
Within established guidelines, relieve executive and/or officer of details and advanced administrative duties.
Personally, take action whenever possible.
Schedule meetings and prepare agendas.
Manage complex calendars that changefrequentlyown the draft of invites and be proactive to incorporateadditionalcontext for attendees
Serve as thedefactooffice manager for staff on the floor.
Perform other duties as assigned, such as taking minutes of meetings, or other administrative functions to support departmental meetings.
Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, and visas.
Complete expense reports andmaintaindetailed records of expenses.
May prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
Manage projects as assigned and ensurethe accurateandtimelycompletion of tasks.
Generally, plan, organize and scheduleownwork.
Follow up with billing related matters or expense charge discrepancies.
Assistwith the planning and implementation of departmental events and activities
Assistin creating draft presentations
Minor adminassistanceto the team
Assistwith booking rooms and coordinating catering for the team in Boston.
Support Real Estate-related tasks, including assigning seats and coordinating team moves.
Organize Town Hall viewing rooms across sites for town halls and offsites.
Act as a local point of contact for Boston teamlogistics, office coordination, and day-to-day administrative support.
Coordinate visitorlogisticsfor Boston-based meetings, including room access, guest registration, and on-site support needs.
Partner with Facilities, Real Estate, and IT teams to support office-related requests, meeting room readiness, and employee onboardinglogistics.
Support coordination of Boston team events, leadership visits, working sessions, and employee engagement activities.
Helpmaintainawareness of Boston office needs and escalate administrative, space, or meeting support issues as appropriate.
Acts as back-up to other Executive Assistants on team
Ability to be agile as priorities and request change
Shared Responsibilities:
EA team
Work with others to ensureefficiencyof the administrative and support functions.
May oversee or collaborate on special projects or initiatives.
Mentor administrative support staff.
Required Qualifications:
Bachelor’s degree in administration,businessor relevant areas
2-5 years of related administrative assistant experience, some project management experience preferred
Proficiencyin all MS Office applications, as well as technology savvy
Broad understanding of the organization’s policies and practices.
Ability to work in a global work environment
Strong oral/written communication skillsrequiredto interact with senior officers and representatives
Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through)
Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy
Highly collaborative and results-oriented
Strong interpersonal skills and ability to work effectively across cultures
Preferred Qualifications:
Competencies:
Activity Coordination
Business Partnering
Prioritization
Service Delivery Effectiveness
Troubleshooting/Technical Support
Decision Authorities:
Prioritizing meetings, calls, and situations for executive review.
Improving administrative business practices to increase effectiveness.
When you join our team:
We’llempower you to learn and grow the career you want.
We’llrecognize and support you in a flexible environment where well-being and…
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