Executive Assistant Job at Engage Partners Inc. in Boston

Overview

Medical center located in Boston, Massachusetts is actively seeking an experienced Executive Assistant to provide comprehensive administrative support to senior leaders at the VP level. This is an onsite role in Boston requiring strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Base pay range: $77,000.00/yr - $110,000.00/yr. Direct message the job poster from Engage Partners Inc. This range is provided by Engage Partners Inc.. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Responsibilities

• Calendar management: Schedules meetings, tracks responses; maintains and coordinates each executive’s complex schedule, including meetings with internal and external stakeholders; prioritizes conflicting demands and ensures timely attendance and preparation.
• Correspondence and communication: Manages incoming and outgoing communications by composing and preparing correspondence; handles inquiries with professionalism and discretion.
• Travel arrangement: Plans and coordinates travel including developing itineraries, submitting event registrations, and managing logistics. Ensures travel plans align with business objectives.
• Administrative support: Provides general administrative support including submitting expense and mileage reports, processing invoices, managing timecard approvals, and other ad hoc tasks as required to ensure smooth operations. Assists with troubleshooting any technical issues requiring IT support.
• Meeting management: Solicits meeting materials and agendas in a timely fashion; coordinates audio-visual and technology requirements, orders catering services, prepares accurate and professional information packages for meetings and ensures timely distribution, as needed. Takes and prepares minutes of meetings, as required.
• Document management: Maintains confidential documents, files, and records to ensure accurate organization, version control, and accessibility. Updates contact lists and office documentation. Designs and produces documents, reports, and presentations, as needed.
• Office management: Supports the executive office floor, orders supplies, coordinates with other departments regarding logistical matters (e.g., scheduling, parking, facilities and IT requests), handles telephone calls and other correspondence (e.g., Teams, email) in a professional, courteous manner; determines nature of all calls and initiates appropriate response.
• Evaluates, develops, and revises administrative systems to improve efficiency.

Qualifications

• Bachelor’s Degree in a related field is required
• Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (OneDrive, Word, Excel, and PowerPoint).
• 1-2 years of professional work experience with project management, data management, or related experience highly preferred

Knowledge, Skills and Abilities

• Excellent written and verbal communication, and organizational skills
• Skill interpreting Corporate and Departmental policies and procedures.
• MS Office application skills (Word, Excel, PowerPoint) at the advanced level.
• Ability to coalesce teams and organize schedules and meetings.
• Ability to manage multiple, simultaneous, and complex tasks and projects under pressure.
• Demonstrated ability to maintain confidentiality and composure under pressure.
• Ability to adapt to changes as needed in a fast-paced environment.
• Ability to prioritize, be resourceful and work independently with minimal supervision.
• Initiative, creativity and flexibility.

This is an exciting opportunity to play a key role supporting executive leadership and contributing to the success of a mission-driven organization.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

Industries

• Hospitals and Health Care