EXECUTIVE ASSISTANT (WESTFORD, MA)

IDG Communications - Westford, MA

Full-time - Entry Level

Westford, MA

About the position

The Executive Assistant at NETSCOUT will play a crucial role in providing comprehensive and proactive administrative support to a business unit or function leader and their direct reports. This position is designed for individuals who thrive in a fast-paced environment and are adept at managing multiple complex calendars and scheduling requirements. The Executive Assistant will be responsible for ensuring that the executives can focus on their core responsibilities by managing their time effectively and efficiently. This includes reading and prioritizing emails, managing action items, and alerting executives to high-priority communications. In addition to calendar management, the Executive Assistant will coordinate and plan both internal and external meeting logistics, utilizing audio and web software to facilitate seamless communication. The role also involves arranging travel logistics for executives, including booking air, hotel, and car reservations, and ensuring that all travel preferences are communicated clearly to the travel agency. The Executive Assistant will act as a liaison between staff, executives, and customers, screening incoming calls and greeting guests with professionalism. The position requires a high level of integrity and discretion, as the Executive Assistant will handle confidential information and represent the executives positively within the company and externally. The role also includes organizing large on-site and off-site events, preparing materials, and ensuring that all logistical aspects are considered to mitigate potential issues. The Executive Assistant will be expected to build relationships with high-profile external parties and understand the business objectives of the executives to prioritize meetings and events effectively. Overall, this position is integral to the smooth operation of the executive team and the organization as a whole.

Responsibilities

• Manage multiple complex calendars and scheduling requirements for executives.
• Proactively read executive's emails and manage action items directly, alerting executives to high-priority emails.
• Manage international and domestic travel logistics for executives, including booking air, hotel, and car reservations.
• Coordinate and plan internal and external meeting logistics using audio and web software.
• Arrange departmental meetings and social events, reserving necessary spaces.
• Act as a liaison between staff, executives, and customers, screening and responding to incoming calls.
• Greet and escort customers and guests, ensuring a positive experience.
• Support management with budget-related tasks and ensure new hires are set up appropriately.
• Organize large on-site and off-site events, preparing relevant materials and managing logistics.
• Anticipate issues that may arise in projects or events and develop plans to mitigate them.
• Understand executive's business objectives to prioritize scheduling effectively.
• Manage space planning for the team’s occupied area.
• Prepare executives for meetings, ensuring all materials and conferencing tools are ready in advance.
• Build relationships with high-profile external parties to achieve role goals.
• Represent executives and the department positively within the company and externally.
• Provide insights and perspectives to executives on various topics as a trusted advisor.

Requirements

• High School diploma or equivalent work experience.
• Proven experience in managing complex calendars and scheduling for executives.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to handle confidential information with integrity and discretion.
• Experience in coordinating travel logistics and meeting arrangements.
• Proficiency in using audio and web conferencing tools.
• Ability to build relationships with internal and external stakeholders.

Nice-to-haves

• Experience in preparing expense reports and purchase orders accurately.
• Familiarity with creating and updating organization charts.
• Ability to assist with PowerPoint presentations and track key deliverables.
• Experience in suggesting ideas and new processes to improve executive time management.
• Experience in completing special projects as assigned.

Benefits

• Generous vacation package
• Equity
• Matching 401k plan
• Tuition reimbursement
• Attractive medical and dental coverage options
• Domestic partner benefits
• Health and Dependent Care spending accounts and Health Savings Account options
• Life and Disability Benefits
• Volunteer Time Off
• Matching Charitable Gifts