Executive Assistant
Apply NowCompany: Gardner Resources Consulting
Location: Boston, MA 02115
Description:
Executive Assistant
The Executive Assistant provides specialized, independent administrative/business support to a Senior Vice President and a Vice President.
Key Duties and Responsibilities:
Serves as the primary support professional for a Sr. Vice President and Vice President, independently handling a full range administrative activities
As the delegate for the executives, handling details of a highly confidential and critical nature related to the function/department
Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive
Manages executives' complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive
Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines
Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.
Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive
Maintains high level of confidentiality of information related to the organization and staff
Coordinates activities between departments and or outside parties
As delegated by the executives, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive
Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
Coordinates and plans international and domestic travel, complete with travel itineraries.
Processes group purchase orders, invoices, and contracts
Assists with visitor registration, including pre-registering and escorting visitors
Assists with onboarding of new personnel into the department
Provides guidance and training to less experienced colleagues
Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements
Manages an internal informational page, sharing internal links daily and producing the monthly newsletter
Builds collaborative and productive relationships across the organization and at all levels
Knowledge and Skills:
Advanced knowledge of Microsoft Office products
Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
High attention to detail
Advanced verbal and written communication skills
Exceptional interpersonal skills, especially with senior executives
Ability to handle highly confidential and sensitive information
Education and Experience:
High school or secondary school education
5 years of experience, or the equivalent combination of education and experience
The Executive Assistant provides specialized, independent administrative/business support to a Senior Vice President and a Vice President.
Key Duties and Responsibilities:
Serves as the primary support professional for a Sr. Vice President and Vice President, independently handling a full range administrative activities
As the delegate for the executives, handling details of a highly confidential and critical nature related to the function/department
Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive
Manages executives' complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive
Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines
Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.
Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive
Maintains high level of confidentiality of information related to the organization and staff
Coordinates activities between departments and or outside parties
As delegated by the executives, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive
Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
Coordinates and plans international and domestic travel, complete with travel itineraries.
Processes group purchase orders, invoices, and contracts
Assists with visitor registration, including pre-registering and escorting visitors
Assists with onboarding of new personnel into the department
Provides guidance and training to less experienced colleagues
Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements
Manages an internal informational page, sharing internal links daily and producing the monthly newsletter
Builds collaborative and productive relationships across the organization and at all levels
Knowledge and Skills:
Advanced knowledge of Microsoft Office products
Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
High attention to detail
Advanced verbal and written communication skills
Exceptional interpersonal skills, especially with senior executives
Ability to handle highly confidential and sensitive information
Education and Experience:
High school or secondary school education
5 years of experience, or the equivalent combination of education and experience