Executive Assistant (105263)

Boston, MA | Temporary

Post Date: 06/08/2017 Job ID: 105263 Industry: Pay Rate: $26.50

ACE Employment Services, Inc. Is looking for an Executive Assistant to work with the Therapeutics and Infectious Disease Department at a client.company in Boston.  You will be responsible for providing.organizational, administrative, and clerical support for several faculty and key team members.  This is a long term contract assignment with possibility of going permanent. 


Duties and Responsibilities

·         Administrative support for senior and junior faculty members

·         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.

·         Assist in onboarding new employees by familiarizing new hires with department-specific pro.edures, technology, trainings, etc.

·         Ensure that proper pro.edures 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 pro.edures 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.
  • 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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