Position : Executive Assistant
Work Schedule: 40 hours/week
Location: 100% onsite, 815 Colombus Ave, Boston MA 02115
Max Bill Rate: $42/hr (This is a pay rate of $30/hr)
Duration: 6 months - Is there potential for extension or conversion? Temp to perm for the right candidate
Top 3 technical or soft skills you'd like to see that will lead you to request an interview?
- Very heavy on calendar management
- Visitor engagement
- Event management
- Experience in academia is a plus and faculty engagement
- Concur, submitting travel documents(working closely with finance)
Interview: 2 rounds of interviews
How many years of experience?
3-5 Years Preferred
Bachelors degree is required
Provide a summary of the job's primary function:
The Executive Assistant provides a broad variety of activities that facilitate an executive's, or multiple executives, ability to effectively lead the organization, including the managing the calendars, screening calls, scheduling meetings, preparing agendas, and organizing business travel; producing complex documents, reports, and presentations; supporting complex projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive or executives, including those of a highly confidential or critical nature. The Executive Assistant will prioritize and determine appropriate course of action, referral, or response,
exercising judgement to reflect an executive's, or multiple executives', style and our policy.
Provide the minimum knowledge and skills required to competently perform the job as well as how they are normally acquired through education, training and/or experience (i.e.,
Knowledge of.....; ability to.....; as normally acquired through a.... degree and ___ years of experience.):
Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. High level of discretion, organizational skills, attention to detail, diplomacy, customer service with ability to handle complex calendars and overlapping schedules. Ability to understand the workings of the organization, its mission, and people. Proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint, and Outlook. Ability and willingness to take initiative and get work done though others. Skills and knowledge required for this position are typically acquired through the completion of Associate's degree or equivalent plus at least two to four years' relevant experience. Prior experience managing an office and supporting high level executives is preferred.
- Key Responsibilities & Accountabilities
Identify the most important job duties (maximum of 5) using no more than 3-4 concise sentences. Indicate the typical percent of time required for each job duty; the total percent of time must equal 100%. Begin with the most important duty.
Percent of Time
1
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to an executive or executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response,
exercising judgement to reflect an executive's style and University policy. Makes an executive, or group of executives, more productive by time by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications. Manages an Executive's, or group of executives, calendar(s), screening calls, scheduling meetings, and organizing business travel both domestically and internationally. Manage the large demands for an Executive's, or group of executives, time by anticipating and resolving potential conflicts.
40%
2
Complete a broad variety of tasks that facilitate the executive's, or group of executives', ability to effectively lead the organization, including assisting with a variety of special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. Prepare agendas and meeting notes in a timely manner to ensure the Executive, or group of executives, are well-prepared for all meetings, events and speaking engagements. Act as the administrative point of contact between the executive and internal and external clients.
25%
3
Maintain office filing and retrieval systems, record meeting discussions, maintain office supplies, place orders as required, and ensure office equipment is in proper working order. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.
20%
4
Acts as on-boarding resource for new leaders, helping the manager read and understand the organizational culture, guiding them through its different personalities, and serving as a sounding board and confidant.
15%
Provide the annual operating budget that the job manages: Process Concur reports, averaging :$10,000 per month.
