Job Title: Executive Assistant & Office Manager
Location: Boston, MA
Contract length: 6 months
Schedule: Fulltime
Pay: $33-$35/hr
Brief Overview:
The Executive Assistant will play a critical role. Specifically, the Executive Assistant will be responsible for all administrative duties for senior executive, makes administrative decisions, handles correspondence, maintains files, makes appointments, books travel and serves as liaison with the public as required. The Executive Assistant handles details of a confidential and critical nature and conducts her/himself with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment.
Core EA Responsibilities:
- Arrange complex meetings, including board meeting packages, and handle all other meeting material preparation and logistics
- Process expense reports and assist with invoices for meetings and events in a timely fashion
- Support other Executives as necessary with calendar, travel and expense duties
- Prepare presentation materials, cover/introductory letters, contracts, and other business documents
- Effectively support and back up other administrative assistants, especially for high priority meetings, deadlines, and deliverables.
- Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail
- Routinely handle internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel.
- Coordinate domestic and international travel arrangements for company executives as well as advisors, consultants, and other team members as necessary.
- Manage executives' calendars, conference registration and arrangements
- Special projects and other duties as assigned.
Office Manager Responsibilities:
- Serve as primary point of contact for the Boston office, including at least once-weekly onsite presence to manage mail, packages, and time-sensitive legal or government correspondence.
- Securely manage executive wet signature stamps and digital signature access, ensuring compliance with legal and regulatory requirements.
- Act as point of contact for office vendors and accounts (e.g., FedEx, Iron Mountain, MOO business cards, 75 State workorder platform) and manage office inventory, including gift cards and new hire gifts.
- Partner with HR and DHA to coordinate employee equipment returns and provide administrative coverage support to additional executives as needed; notary capability preferred but not required.
Qualification
- 3-6 years of experience preferred
- Capable of presenting to senior leadership
- High energy level, enthusiastic, and eager to do what is necessary to be successful
- Excellent interpersonal, public presentation, written and communication skills
- Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks
- Thorough knowledge of company operations, policies, and procedures
- Computer literacy in Microsoft Office: Windows, Excel, Word, PowerPoint
- Ability to prioritize multiple requests based on own judgment of importance/need to the department
- Willing to work unpredictable hours and work against deadlines