Executive Assistant

$56,160 - $87,360/Yr

Beacon Hill Staffing Group - Boston, MA

Full-time - Entry Level

Boston, MA

Administrative and Support Services

About the position

Our client, a real estate development company based in Boston, is seeking an Executive Assistant to join their team! This role is onsite in Boston, temporary for approximately 3-6 months, full time hours Monday through Friday from 8:30am to 5:00pm, and offers a competitive pay range of $27-42/hour. The Executive Assistant will provide essential administrative support to the Executive Vice President (EVP) and will be responsible for managing various tasks that ensure the smooth operation of the department. This position requires a proactive individual who can handle multiple priorities and maintain a high level of professionalism in all interactions. The Executive Assistant will be tasked with managing all business travel arrangements for the EVP, processing departmental invoices, vendor credentialing, and business expense reports. Additionally, the role involves attending internal and external meetings, taking detailed notes for departmental review, and maintaining daily Outlook calendars and email inboxes. The successful candidate will also assist other Executive Assistants with coverage and administrative responsibilities, as well as help organize departmental initiatives and documentation within an online library for streamlined communication and reference guides. In this role, the Executive Assistant will professionally represent the department through effective communication with clients, vendors, and company employees. They will create job requisitions in the Applicant Tracking System (Lever), assist in scheduling interviews for department leaders, monitor EVP approvals during the hiring process, and prepare new hire orientation checklists for proper onboarding. The position also requires the creation of comprehensive Microsoft PowerPoint presentations and the performance of additional special assignments as needed.

Responsibilities

• Provide daily administrative support to the EVP.
• Manage all business travel arrangements for the EVP.
• Process departmental invoices, vendor credentialing, and EVP business expense reports.
• Attend internal/external meetings and take detailed notes for departmental review.
• Maintain daily Outlook calendars and email inboxes by coordinating meetings and appointments and returning email correspondence.
• Assist Executive Assistants from other departments with coverage and other admin responsibilities.
• Assist in organizing departmental initiatives, SOPs, and documentation within online library for streamlined communication and reference guides.
• Professionally represent the department through proper communication with all clients, vendors, and company employees.
• Create job requisitions in the Applicant Tracking System (Lever).
• Assist in scheduling interviews for the department leaders.
• Monitor EVP approvals during the hiring process.
• Prepare new hire orientation checklist for proper onboarding.
• Create comprehensive Microsoft PowerPoint presentations.
• Perform additional special assignments as needed.

Requirements

• High school diploma or GED equivalent.
• 3-5 years of relevant work experience.
• Proficiency in all Microsoft Office applications, particularly Outlook and PowerPoint.
• Outstanding written and verbal communication skills.
• Excellent stakeholder management skills.
• Ability to juggle multiple priorities with superior attention to detail.
• Ability to perform comfortably in a fast-paced, deadline-oriented work environment.
• Ability to work collaboratively with all members of the greater Development team.