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Executive Administrative Assistant - 18-00077
Ref No.: 18-00077
Location: Woburn, Massachusetts
Position Type:Direct Placement
Executive Administrative Assistant (Small portion will be PA work for the CEO)

The EA / PA will directly support executives at our client sitre in keeping the business operations and activities on track.
The ideal candidate must have exceptional communication skills and should be energized working in fast-paced, high-growth, busy start-up environment.
The Executive Assistant must be able to juggle multiple tasks, without sacrificing accuracy. Daily work activities include managing complex schedules, meetings, travel arrangements, calendars, expenses, documents, and email.
You will also drive special projects as assigned. 
  
Executive Administrative Assistant Essential Functions 
  • Manages a complex contact management system
  • Conserves executive's time by reading, researching, and routing email correspondence; drafting letters and replies; initiating telecommunications.
  • Maintains a frequently changing executive appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Attends executive meetings to collect meeting minutes.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Coordinates interviews with the recruiting department for the executive team
  • Attends PR / Marketing team meetings and communicates with agencies
  • Contributes to team effort by accomplishing related results as needed.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Available off hours for urgent requests or travel 
Personal Assistant Essential Functions 

The below functions are expected during office hours 
  • Assisting with personal travel
  • Assisting with personal expenses
  • Run personal errands, i.e. shopping, transportation of items, collection of mail, insurance claims, phone calls, plan events, make travel arrangements and reservations, etc. 
  • Work Environment 
  • This job operates in a professional office environment.
  • This role routinely uses standard office equipment such as laptop computers and smartphones.
Physical Demands 
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 
  • While performing the duties of this job, the employee is regularly required to talk or hear.
  • This is largely a sedentary role; however, some filing is required.
  • This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
  • Position Type/Expected Hours of Work 
  • This is a full-time position.
  • Days and hours of work are Monday through Friday, 8:00 a.m. to 6:30 p.m.
  • This position regularly requires long hours and occasional weekend work is expected.
  • Travel Travel is primarily local during the business day, although some out-of-area and possible out-of-country travel may be expected. 
QUALIFICATIONS 

Education: 
  • BA/BS degree or related work experience  
Preferred Candidate: 
  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office
  • Proficiency in English, bilingual a plus (German speaking preferred) 
  • Exemplary planning and time management skills
  • Ability to multi-task and prioritize daily workload
  • High level verbal and written communications skills
  • Discretion and confidentiality 
You are: 
  • Dependable, flexible, trustworthy, calm under pressure, energetic, confident, professional 
You have: 
  • Integrity, focus, pride, good judgment, strong work ethic, high-standards 
Disclaimer 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required.
Duties, responsibilities, and activities may change at any time with or without notice.
All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.