Executive Assistant
Cambridge, MA, US
Office
High School or equivalent
Full Time, Temporary
Experienced (Non-Manager)
On-site
Education
First Shift (Day)
Cambridge, MA, US
Experienced (Non-Manager)
Full Time, Temporary
Education
On-site
Office
High School or equivalent
First Shift (Day)
Job details
Executive Assistant
Temp 3 months
$32-50/hour
Cambridge, MA
Job Summary: We are looking for a responsive, proactive, and organized Executive Assistant to provide executive support a Senior Officer for a temporary period. This person will be a member of the Administration team and will play a pivotal role in providing executive support. This position requires a dynamic individual capable of anticipating and addressing the daily needs of the VP while advancing their agenda.
Principal Duties and Responsibilities:
• Manage calendar for VP including responding to a high volume of scheduling requests and changes, leveraging significant independent judgment to identify and resolve potential conflicts and connect dots, coordinate meeting arrangements, including venue reservations, AV/technology setup, catering, and guest reception.
• Facilitate briefing materials needed for the VIP daily.
• Arrange travel and prepare expense reports as needed.
• Manage administrative tasks with minimal supervision in a fast-paced environment with competing priorities. Anticipate and resolve a wide range of administrative issues.
• Communicate and liaise with internal and external stakeholders.
• Ability to remain calm and composed in high-pressure situations.
Scheduling and Briefings:
• Manage calendars, schedule appointments, calls, and complex meetings.
• Prepare materials and briefings based on the day’s agenda.
• Coordinate with various constituents to collect necessary materials.
• Maintain accurate paper and electronic files.
• Assist with mail sorting and distribution.
Events and meetings:
• Assist in organizing events, including town halls and collaborative functions.
• Manage logistics for events involving the VP.
• Reserve space as needed for events and meetings.
• Arrange for catering.
• Setup rooms for hybrid meetings.
Travel and Expense/Finance:
• Arrange travel.
• Prepare expense reports and reconcile corporate card.
Basic Qualifications:
• Superior organizational and communication skills.
• Proficiency in MS Office applications and various file formats.
• Experience with Zoom, Slack, internet search engines, and digital platforms.
Additional Qualifications:
• Ability to understand technology and business needs.
• Excellent interpersonal, oral, and written communication skills.
• Strong analytical and problem-solving abilities.
• Capacity to manage multiple tasks under deadlines.
• Discretion in handling confidential information.
• Initiative, resourcefulness, and self-management skills.
• Capacity to influence others positively.
• Energetic, responsive, flexible, and independent work ethic.
• High sense of professionalism, resilience, and the ability to interact with various personalities with grace.
9366705
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