Administrative Assistant

Published February 28th, 2024

HYBRID

RESPONSIBILITIES
The Executive Assistant(EA) will be responsible for providing executive-level administrative support to the CEO, and effectively managing day-to-day office operations. The EA will play a vital role in supporting the CEO’s strategic initiatives and acts as a gatekeeper, managing priorities and ensuring the CEO’s time is optimized. You will anticipate needs, proactively address challenges, and maintain a high level of professionalism and confidentiality. This role will interface with multiple divisions such as CEO’s office, Investor Relations, Human Resources, Accounting/Finance, Legal across the Boston and overseas office locations. The EA will oversee the day-to-day operations of a 20-person office, ensuring efficient workflow and a productive work environment.  This position requires a proactive, detail-oriented, and adaptable individual who thrives in a fast -paced environment and is looking to contribute to the overall success and effectiveness of the organization.

 

  • Provide comprehensive administrative support to the CEO managing their day-to day activities including scheduling appointments, prioritizing daily activities, and follow up.
  • Act as the primary point of contact for internal and external stakeholders
  • Coordinate and facilitate communication between the CEO and various departments, ensuring timely and accurate dissemination of information.
  • Provide reminders and follow-up on action items to ensure efficient time management for the CEO.
  • Manage travel arrangements, including booking flights, accommodations, and transportation, for the CEO and other executive team members as needed.
  • Proactively identify opportunities to improve operational efficiency, streamline processes, and implement best practices.
  • Anticipate the CEO’s needs, prioritize tasks, and manage time effectively to ensure optimal productivity and workflow.
  • Process expenses, invoices, and other financial paperwork in collaboration with the finance team
  • Manage day-to-day administrative and office activities including ordering office supplies, building/facilities management, organizing company events, meetings, and conferences
  • Place food orders (coffee, breakfast, lunch, etc.) for the office, as well as snacks or lunch for meetings as required  
  • Coordinate logistics for meetings, including venue bookings, video conferencing setup, scheduling, and greeting guests who enter the office premise
  • Manage ingoing and outgoing packages and mail 
  • Plan, organize, and execute company events, meetings, and conferences, including logistics, agendas, and follow-up actions, such as holiday parties, board meetings, happy hours etc.  
  • Handle ad hoc tasks and special projects as assigned by management that arise

REQUIREMENTS

  • Bachelor’s degree preferred
  • 2+ years’ experience working in a fast paced, high growth environment
  • Ability to communicate, written and verbally, with various level stakeholders including BOD, executive, and professional level personnel
  • Strong office management, organizational, logistics, and multi-tasking skills including proficiency in calendar management, travel coordination, document preparation, and general office management. 
  • Team-oriented and willingness to try new tools/platforms that contribute to the team’s overall success 
  • Acute attention to detail when handling sensitive information, proofreading documents, and ensuring accuracy in various tasks such as scheduling
  • Self-starter and proactive to accomplish tasks with minimal supervision and anticipating needs and areas for improvement
  • Experience with global travel booking and visa processing 
  • Discretion to maintain confidential information

 

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