Executive Assistant

Wellesley, MA 02482

Posted: 03/12/2019 Employment Type: Temporary Industry: Job Number: 106318 Pay Rate: $30.00


Our client, a major healthplan provider, is seeking a senior executive assistant to support one or more executives as well as board of directors in their Wellesley, MA offices.  This is a 6 month contract with the chance to go permanent. 

 

Responsibilities:
  • Perform administrative support duties including but not limited to photocopying, faxing, filing and preparing mailings.
  • Maintain department specific records and contracts; handle confidential and time sensitive information.
  • Prepare materials for meetings of the Board of Directors. 
  • Gather information from various sources and create binders and presentations as needed. 
  • Schedule meetings that include both internal and external participants. 
  • Responsible for set-up of conference rooms to accommodate the purpose of the meeting and its participants. 
  • Prepare and distribute necessary meeting materials including agendas and meeting minutes.
  • Maintain calendars for one or more executives; schedule and coordinate internal and external appointments.
  • Coordinate travel arrangements. 
  • Answer and screen incoming calls; direct to appropriate person in organization and take detailed messages.
  • Research unusual problems, determine priority and respond accordingly.
  • Respond to regular requests for information and handle correspondence not requiring the executive’ s attention; may respond on behalf of the executive. 
  • Draft, proofread and edit internal and external correspondence. 
  • Create and/or maintain spreadsheets, presentations, and departmental databases. 
  • Create and distributes reports.
  • Order and track office supplies. 
  • Work with Facilities and IT to coordinate office / workstation moves and other space reconfigurations. 
  • Monitor budget; track spending and research variances. 
  • Prepare financial reports and process SAFs and expense reports.
  • High school or equivalent; college degree preferred
  • 4 - 6 years of related administrative experience supporting senior level executives
  • MS Office proficiency
  • Ability to think strategically and meet deadlines
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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