Executive Assistant

$79,997 - $90,002/Yr

Ecg Management Consultants - Boston, MA

Full-time - Entry Level

Boston, MA

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

ECG is the most experienced healthcare consulting firm working in the U.S. At ECG, our primary emphasis is on quality—in our people as well as our services—and we're seeking others who appreciate our high standards of excellence. The primary responsibility of the executive assistant is to enhance the effectiveness of executive-level firm leaders by performing a diverse set of administrative functions at an elevated and exceptional level. The executive assistant must be proficient at tasks such as active calendar management, complex and detailed travel plans, and timely and accurate expense report processing for ECG principals and executives. Additionally, the executive assistant must be adept in helping drive completion of key deliverables and possess excellent ownership and follow-through skills on special projects. Successful executive assistants at ECG are proactive, adaptable, and resourceful. Your responsibilities may include providing primary administrative support for executive-level firm leaders, including managing calendars and scheduling meetings; organizing and processing expenses and submitting expense reports; and coordinating and managing travel according to consultant requirements and preferences. You will also establish and utilize the most effective Microsoft Office Outlook practices to streamline daily inbound/outbound email and calendar management for executive-level firm leaders, develop best practices for effective meeting management using Microsoft Teams, and document all pertinent information in Microsoft OneNote to share with the administrative team as needed for coverage or with those you support. In addition, you will assist in overseeing the office's smooth and efficient day-to-day operations, support a professional, positive, and fun office culture, and ensure compliance documentation is current and posted. The role requires a high level of discretion and confidentiality, as well as the ability to thrive in a fast-paced, demanding environment. You will be expected to take initiative, make suggestions, and help solve problems, ensuring that tasks are completed efficiently and effectively.

Responsibilities

• Provide primary administrative support for executive-level firm leaders, including managing calendars and scheduling meetings.
• Organize and process expenses and submit expense reports for ECG principals and executives.
• Coordinate and manage travel according to consultant requirements and preferences, including booking and adjusting airfare, hotel, and ground transportation.
• Demonstrate proactive problem-solving by anticipating needs relative to leaders' prioritization of meetings and overall calendar management.
• Provide background information and/or supporting documents in preparation for scheduled appointments and meetings.
• Maintain travel site logins and passwords and an accounting of airline debits/credits based on travel changes.
• Perform special projects and/or other functions to support the business as assigned or proactively performed.
• Establish and utilize the most effective Microsoft Office Outlook practices to streamline daily inbound/outbound email and calendar management.
• Develop best practices for effective meeting management using Microsoft Teams.
• Document all pertinent information in Microsoft OneNote to share with the administrative team as needed for coverage or with those you support.
• Monitor Microsoft MyAnalytics information to address possible productivity gains.
• Set up, test, and troubleshoot videoconferences so that meetings start on time and run smoothly.
• Create solid contingency plans for travel as well as virtual and in-person meetings.
• Complete projects as assigned, such as running/distributing Deltek Vision reports or assisting with pipeline creation/editing.
• Proactively look for issues with travel/scheduling and then use balanced judgment, advanced reasoning, and flexibility to address the issues in a timely manner.
• Communicate professionally, both in writing and verbally, on behalf of those you support.
• Provide backup support and coverage for other administrative support professionals in the office and at the firm.
• Assist in overseeing the office's smooth and efficient day-to-day operations.
• Support a professional, positive, and fun office culture.
• Answer a multiline phone system, take messages, and provide appropriate information to callers.

Requirements

• Ten or more years of experience as an administrative assistant supporting executive-level firm leaders who are frequent travelers and distributed across multiple time zones.
• Bachelor's degree in business-related field or equivalent.
• Experience in management consulting or other professional services preferred.
• Superior organizational skills, an aptitude for details, and strong prioritization abilities.
• Exceptional communication skills, confidence, and professional presence.
• Experience in providing a high level of attention to details and follow-up.
• Demonstrated ability to thrive in a fast-paced, demanding environment and fully manage your own time.
• History of maintaining a high level of discretion and confidentiality.
• Ability to work under pressure of deadlines.
• Demonstrated self-confidence.
• Experience with overcoming obstacles and challenges to ensure tasks are completed.
• Demonstrated ability to take on stretch assignments with a drive to provide excellent service.
• Balanced judgment and problem-solving in complex and ambiguous situations.
• Ability to anticipate needed decisions; consider implications, risks, and opportunities; and take action as required.

Nice-to-haves

• Experience in management consulting or other professional services preferred.

Benefits

• Medical coverage
• Dental coverage
• Vision coverage
• Paid time off (PTO)
• Wellness programs