Executive Assistant

The Hollister Group - Boston, MA

Full-time - Entry Level

Boston, MA

About the position

The Hollister Group, a leading women-owned staffing firm in the Boston area, is seeking an Executive Assistant to provide comprehensive administrative support to an Executive. This role is crucial in ensuring the smooth operation of the Executive's daily activities and requires a proactive individual who can manage multiple tasks efficiently. The Executive Assistant will be responsible for managing the Executive's inbox and calendar, drafting correspondence, scheduling appointments and meetings, making travel arrangements, and reconciling expenses. This position demands a high level of professionalism and discretion, as the Executive Assistant will be the first point of contact for calls, emails, and inquiries directed to the Executive. In addition to traditional administrative duties, the Executive Assistant will play a key role in organizing both onsite and offsite events, ensuring that all necessary supplies and materials are ordered and prepared in advance. The role also involves collaborating with other administrative professionals to facilitate communication and collaboration across various teams within the organization. The Executive Assistant will serve as a liaison and resource for others, providing support across different levels of the company and overseeing ad hoc projects as needed. The ideal candidate will possess strong organizational skills, the ability to prioritize tasks effectively, and a keen attention to detail. They will be expected to process expense reports, review financial documents, and assist with month-end close activities using internal databases. This position is an excellent opportunity for someone looking to advance their career in a dynamic and supportive environment.

Responsibilities

• Provide administrative support to the Executive including inbox and calendar management, drafting correspondence, scheduling appointments/meetings, making travel arrangements, and reconciling expenses
• Field and address calls, emails, messages, and inquiries in a timely manner on behalf of the Executive, triaging appropriately
• Schedule and prepare for internal and external calls/meetings, providing relevant agendas, documents, materials when necessary
• Assist with organizing offsite and onsite events and ordering supplies
• Work alongside other administrative professionals to facilitate communication and collaboration across teams
• Serve as a liaison and resource to others across teams and various levels of the company
• Oversee ad hoc projects for various departments and levels of staff
• Process expense reports, review financial documents, and assist with month-end close using internal databases as needed

Requirements

• Bachelor's degree required
• 4-6 years of experience providing direct administrative support to one or more Executives
• Experience effectively communicating and collaborating with upper-level management
• Ability to organize and prioritize multiple tasks and meet deadlines in a fast-paced environment
• Exceptional professional writing skills
• Advanced proficiency with Microsoft Office programs
• Must be organized, level-headed, and able to manage multiple tasks/projects according to urgency