Executive Assistant

$35,312 - $90,057/Yr

Wood Wealth Group - Boston, MA

Full-time - Entry Level

Remote - Boston, MA

About the position

The Opportunity: We're looking to hire an Executive Assistant to join our fast-growing firm. You'll provide comprehensive support to the President and will leverage your ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Role: As the Executive Assistant your responsibilities will include but not be limited to the following: Serve as the point of contact for internal and external support on matters pertaining to the President. Provide sophisticated calendar management to optimize time management. Prioritize conflicting needs and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. Work closely to keep them well informed of and prepared for upcoming commitments and responsibilities. Capture outcomes and next steps to facilitate follow up. Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive, highly confidential and critical nature. Determine appropriate course of action, referral or response, exercising judgement to reflect style and organizational policy/philosophy/culture. Complete a broad variety of work that facilitates the ability to effectively lead the organization, including: Managing correspondence, including email and mail correspondence and inquiries, answering Office of the phone line and responding to internal and external inquiries (triaging and drafting responses); Ensuring preparation for upcoming meeting by collecting, prioritizing and preparing information/materials for upcoming meetings; Designing and producing complex documents, reports, and presentations; Composing and preparing correspondence; Creating and maintaining contact lists; Making complex and detailed travel arrangements and completing travel reports; Utilizing extensive knowledge of the organization to collaborate with partners and resolve questions and issues; Assisting with meeting agendas and managing logistics for high-level meetings and events Participate in special projects and strategic initiatives as needed. Comfortably handle highly confidential and time sensitive information with necessary care and prioritization. Provide event management support as needed. Proactively identify process improvements and opportunities to enhance support. Flex to complete various assignments and additional duties to ensure comprehensive and effective support.

Responsibilities

• Serve as the point of contact for internal and external support on matters pertaining to the President.
• Provide sophisticated calendar management to optimize time management.
• Prioritize conflicting needs and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Work closely to keep the President well informed of and prepared for upcoming commitments and responsibilities.
• Capture outcomes and next steps to facilitate follow up.
• Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive, highly confidential and critical nature.
• Determine appropriate course of action, referral or response, exercising judgement to reflect style and organizational policy/philosophy/culture.
• Complete a broad variety of work that facilitates the ability to effectively lead the organization, including managing correspondence, ensuring preparation for upcoming meetings, designing and producing complex documents, and making complex travel arrangements.
• Assist with meeting agendas and managing logistics for high-level meetings and events.
• Participate in special projects and strategic initiatives as needed.
• Provide event management support as needed.
• Proactively identify process improvements and opportunities to enhance support.

Requirements

• High school diploma or GED
• Experience supporting C-level executives
• Exceptional communication skills both verbal and written
• Ability to collaborate effectively and partner closely with others in the office as well as internally and externally to follow through and achieve results
• Comfortable handling multiple items and competing priorities
• Ability to complete a high volume of work with limited direction & oversight
• Exceptional organizational skills and impeccable attention to detail
• Ability to work well across multiple teams and diverse communities
• Ability to navigate complex situations and organizations; identify and execute on resolutions
• Competency using Microsoft Office
• Interpersonal savvy, strong listening abilities and executive presence
• Ability to multi-task, prioritize and meet deadlines
• Proven track record of handling matters with discretion and confidentiality
• Demonstrated ability to proactively anticipate issues and consistently deploy an approach to problem solving that displays strong decision-making ability and sound judgement
• Adept at relationship building and handling challenging situations with tact and diplomacy

Nice-to-haves

• Bachelor's degree (Preferred)
• 1 year of organizational skills experience (Preferred)
• 1 year of Microsoft Office experience (Preferred)
• 1 year of personal assistant experience (Preferred)
• 1 year of administrative experience (Preferred)
• Ability to relocate to Charlestown, MA 02129 before starting work (Preferred)

Benefits

• Industry leading pay and benefits
• Access to mentorship opportunities
• Regular meetings and focused one-on-one meetings