Executive Assistant Job at Bay Shore Staffing Inc in Reading

Overview

We are seeking a highly organized and dependable Executive Assistant to support senior leadership at our firm in Reading, MA. This is a hybrid position (4 days in-office, 1 day remote). Please be commutable to Reading, MA.

Responsibilities

• Calendar Management: Schedule and coordinate meetings, appointments, and events for executives; manage and prioritize daily schedules, ensuring efficiency and optimal use of time.
• Communication: Act as a primary point of contact for internal and external communication on behalf of executives; draft and proofread emails, letters, and other documents.
• Travel Arrangements: Coordinate domestic and international travel logistics, including flights, accommodations, and itineraries; ensure travel plans align with executives' preferences and business requirements.
• Board of Directors Meetings: Prepare and distribute agendas, documents, and materials for meetings; attend meetings, take accurate minutes, and follow up on action items.
• Document Management: Organize and maintain physical and electronic files, ensuring easy retrieval and confidentiality; assist with document drafting and editing as needed.
• Expense Management: Track and reconcile expense reports, ensuring accuracy and compliance with company policies.
• Project Coordination: Support executives in managing various projects, including tracking deadlines and milestones.
• Remote Work Support: Effectively work remotely one day a week, ensuring seamless communication and task completion.
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
• Office Coordination: Collaborate with other administrative staff to maintain an organized and efficient office environment.

Qualifications

• Proven experience as an executive assistant or in a similar role, preferably in a professional services environment.
• Experience with Board of Directors meetings.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite and other relevant tools.
• Ability to handle multiple tasks and prioritize effectively.
• Demonstrated stability and reliability in previous roles.