Executive Assistant (105583)

Boston, MA | Temporary

Post Date: 09/29/2017 Job ID: 105583 Industry: Pay Rate: $26.50

Job Type: Contract (6 months)


Our client is looking for an Executive Assistant for a 6 month contract role who will work with the Therapeutics and Infectious Disease Epidemiology group within the Department of Population Medicine. The group manages large, complex, national, multi-institutional research initiatives. The Executive Assistant will be responsible for providing organizational, administrative, and clerical support for several faculty and key team members.  Ideal candidate is a professional and mature person who can be the face of the department to other groups and also interact with a variety of team members as well as very senior level folks in the group.


Duties and Responsibilities
  • Oversee faculty members’ calendars by managing and prioritizing complex schedules comprised of varied and frequently shifting commitments.
  • Maintain faculty members’ expense reports and reimbursement tracking as well as their biosketches, CVs and other support documentation.
  • Provide general support, as needed, including coordinating travel arrangements.
  • Onboarding and off-boarding support
  • Assist in onboarding new employees by familiarizing new hires with department-specific procedures, technology, trainings, etc.
  • Ensure that proper procedures are taken around individuals separating from the group, including updating the department website, handbook and floor plan, as well as monitoring software licenses.
  • Arrange and coordinate special departmental meetings, as requested (logistics may include reserving conference room space, ensuring room set-up, preparing and distributing applicable meeting materials, etc.).
  • Assist with planning and implementation of team-building events (i.E., catering, coordinating with local businesses, submitting purchase orders/invoices, etc.).
  • Create and distribute monthly newsletter and other mass email communications.
  • Partner with the Operations Specialist to identify procedures to be streamlined for greater efficiency.
  • Maintain staff handbook, organizational chart, floor plan, resource folder, and webpage.
  • Assist with grant/proposal application process, including preparation of budgets, biosketches, and other essential paperwork.
  • Bachelor' s degree or equivalent experience required.
  • Proficiency with various software packages, including Adobe, Microsoft Word, Excel, Access and Power Point, and other desktop tools.
  • 3-5 years of professional work experience; office management experience is desired.
  • Excellent attention to detail and highly organized.
  • Conscientious and able to handle multiple tasks simultaneously.
  • Good interpersonal skills; solid written and oral communications skills.
  • Ability to prioritize work and operate under tight deadlines.
  • Motivated and flexible, able to work independently.
About ACE Employment Services, Inc.: In 1989, ACE Employment Services, Inc. was founded to give companies in Massachusetts a personal and consultative approach to staffing. With a small internal staff and dedication, honestly and hard work we landed on the Boston Business Journal’ s Largest Temp Placement Firms in Massachusetts at #11. ACE Employment Services, Inc. is your partner for direct, temporary and temp-to-hire solutions. Learn more at www.AceBoston.net

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