Executive Assistant to the President

Boston, MA 02101

Posted: 09/06/2019 Employment Type: Direct Hire Industry: Job Number: 106646 Pay Rate: $70,000.00 - $80,000.00


Our client is looking for an Executive Assistant to provide high-level support to the President and perform a variety of complex, responsible and confidential administrative, project management and communication responsibilities.

 

Responsibilities:

• Manage and anticipate all staffing needs of the President, including but not limited to, scheduling, logistical and content needs of meetings, communication and relationship management.

• Schedule all meetings for the President including arranging meetings, confirming key appointments, ensuring that the schedule allows time for planning and travel, informing the President of schedule in a timely manner and providing appropriate direction(s) and logistic and content materials to meetings being held out of the office.

• Assist the President with projects through editing; document and presentation preparation and tracking of items due from other resources/departments.

• Arrange meetings (reserve appropriate room) for senior staff; maintain clear communication of staff schedules and availability of staff members.

• Answer, screen, direct and prioritize all incoming calls to the President in a timely and professional manner. Respond to and whenever possible answer general inquiry phone calls.

• Respond to telephone and email inquiries on a daily basis and assure a timely response to matters arising; maintain an appropriate correspondence log of written and electronic information requests to the President and the reply provided.

• Ability to arrange, coordinate and follow-through with meetings, and other public events statewide with respective legislators and business people incorporating catering, location, preparation of guest lists, invitations, etc.

• Provide all work-related travel arrangements, including scheduling transportation, hotel and conference reservations and prepare the appropriate travel reimbursement requests in a timely manner.

• Develop and maintain a database of key executive contacts to track activity, agreements, and follow-up items.

• Ensure effective management systems for the President and other senior staff including scheduling, project tracking and maintaining the President’ s files.

• Other job-related duties as assigned.

 

Our client is looking for an Executive Assistant to provide high-level support to the President and perform a variety of complex, responsible and confidential administrative, project management and communication responsibilities.

 

Responsibilities:

 

• Manage and anticipate all staffing needs of the President, including but not limited to, scheduling, logistical and content needs of meetings, communication and relationship management.

• Schedule all meetings for the President including arranging meetings, confirming key appointments, ensuring that the schedule allows time for planning and travel, informing the President of schedule in a timely manner and providing appropriate direction(s) and logistic and content materials to meetings being held out of the office.

 

• Assist the President with projects through editing; document and presentation preparation and tracking of items due from other resources/departments.

 

• Arrange meetings (reserve appropriate room) for senior staff; maintain clear communication of staff schedules and availability of staff members.

 

• Answer, screen, direct and prioritize all incoming calls to the President in a timely and professional manner. Respond to and whenever possible answer general inquiry phone calls.

 

• Respond to telephone and email inquiries on a daily basis and assure a timely response to matters arising; maintain an appropriate correspondence log of written and electronic information requests to the President and the reply provided.

 

• Ability to arrange, coordinate and follow-through with meetings, and other public events statewide with respective legislators and business people incorporating catering, location, preparation of guest lists, invitations, etc.

 

• Provide all work-related travel arrangements, including scheduling transportation, hotel and conference reservations and prepare the appropriate travel reimbursement requests in a timely manner.

 

• Develop and maintain a database of key executive contacts to track activity, agreements, and follow-up items.

 

• Ensure effective management systems for the President and other senior staff including scheduling, project tracking and maintaining the President’ s files.

• Other job-related duties as assigned.

• 8+ years prior executive assistant experience

• Confidence to be assertive in managing day to day demands on the office of the president

• Positive and professional attitude

• Ability to anticipate scheduling conflicts, future demands on the president’ s time, and details that need to be attended to in advance and respond accordingly.

• Familiarity with Board document management systems, such as Diligent or similar software, a plus.

• Excellent oral and written communication skills.

• Tact and discretion in dealing with sensitive and confidential matters.

• Ability to work and communicate effectively and diplomatically with all individuals with whom the President interfaces, including state, federal, private sector and international visitors.

• Computer literacy with expert knowledge of Windows environment, data base management; proficient in, MS Word, Excel, Power Point and Access.

 

 

This position offers a generous and very competitive benefits packaging.

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
Apply Now

Send an email reminder to:

Share This Job:

Related Jobs:

Login to save this search and get notified of similar positions.