executive assistant

$100,000 - $115,000/Yr

Randstad - Waltham, MA

Full-time - Mid Level

Waltham, MA

Administrative and Support Services

About the position

Randstad is collaborating with a growth-oriented organization to fill the role of Executive Assistant, which is crucial in providing support to a C-level executive and several Senior Vice Presidents (SVPs). This position involves managing complex calendars, coordinating meetings, and organizing travel across various countries and time zones. The ideal candidate will have a proven track record of supporting C-level executives and will possess strong project management skills. The role requires a high level of professionalism, excellent communication abilities, and the capacity to handle multiple priorities effectively. In this position, the Executive Assistant will be responsible for managing the calendars of multiple executives, primarily focusing on the C-level executive and two secondary VP-level executives. This includes performing complex meeting coordination, which involves finding suitable times across various calendars and time zones, and if necessary, across different organizations. The Executive Assistant will also manage travel arrangements, including flights, hotel bookings, and expense reports, utilizing Concur for these tasks. Additionally, the role entails setting up meetings, taking minutes, and preparing agendas and presentations. The Executive Assistant will ensure that strategic time management is maintained and that high-priority items are addressed promptly. Supporting the leadership team and board meetings is also a key responsibility, along with drafting and managing correspondence and communication from the executive office. The Executive Assistant will play a pivotal role in project management and coordination, ensuring that initiatives are executed efficiently and deadlines are met.

Responsibilities

• Manage calendars for multiple executives, including a C-level and two secondary VP level executives.
• Perform complex meeting coordination, finding time across multiple executives' calendars and time zones.
• Manage travel arrangements and coordination including flights, hotels, and expense reports in Concur.
• Manage meeting setup and minutes, including preparing and executing agendas, presentations, and notes.
• Ensure strategic time management and meeting coordination to meet high priority items.
• Support leadership team and board meetings.
• Draft and manage correspondence and communication from the executive office.
• Play a key role in project management and coordination, ensuring initiatives are executed and deadlines are met.

Requirements

• Proven ability to perform complex calendar management.
• Experience supporting one or multiple C-suite executives for at least 2 years.
• Expertise in Concur and Google Suite.
• Ability to problem solve and manage competing priorities.
• Excellent communication skills, both oral and written.
• Bachelor's Degree preferred.

Nice-to-haves

• Experience in project management.
• Familiarity with web conferencing tools.

Benefits

• Comprehensive health benefits package.
• Incentive and recognition program.
• 401K contribution.