Executive Assistant

Role Summary

Location: Cambridge, MA. Experienced administrative professional providing high-level administrative and project management support to the Head of Strategy & Business Development. The Executive Assistant will serve as the main point of contact for the Strategy & Business Development Leadership team. The role requires understanding department functions, protecting confidential information, and upholding professional ethical standards.

Responsibilities

• Handles complex calendaring, constantly monitors electronic communications, handling and responding to correspondence on behalf of manager and others
• Captures and prioritizes non-routine needs on a real-time basis, as well as keeping track due dates for tasks and action items for on-time completion
• Anticipates leaders needs for various commitments and prepares accordingly
• Meeting planning, including coordinating on-site and off-site meetings with internal and external stakeholders/customers
• Arrange and provide support for meetings
• Work within the system in a resourceful manner to accomplish reasonable work goals; show flexibility in response to process change and adapt to and accommodate new methods and procedures
• Coordinates updates of distribution lists
• Performs various administrative duties which may be complex or confidential, such as reconciling expenses, creating and editing agendas, ad hoc reports, and specially assigned projects
• Coordinates global and domestic travel arrangements including registrations
• Prepares expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval
• Communicate accurate information, directives, assignments, instructions, and messages to others in a courteous and professional manner
• Create requisitions within e-Buy, for example ordering supplies, preparing purchase orders and other administrative and systems support
• Oversee organization and maintenance of files including confidential data
• Assists other admins as necessary, working together collaboratively to share best practices
• Completes other duties as requested

Qualifications

• Required: High School Diploma
• Required: 10 years' experience as an Administrative or Executive Assistant
• Preferred: Associate's Degree from an accredited college or university
• Preferred: Highly proficient with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Preferred: Working knowledge of Workday, Concur, e-Buy, Catalyst, MyAwards, SharePoint is a plus
• Preferred: Ability to interact with all levels of the organization
• Preferred: Strong organizational and communication skills
• Preferred: Extremely detail oriented with excellent follow up skills
• Preferred: Ability to work independently as well as part of a team
• Preferred: Ability to manage multiple, sometimes conflicting priorities in a fast-paced and demanding environment and ensure smooth and efficient flow of day-to-day operations
• Preferred: Sensitivity and discretion handling sensitive and extremely confidential matters