Job Title: Executive Assistant
Job Location: Acton, MA
Job Duration: 06 Months

Hybrid in Acton, MA. 3-4 days/week on site

Description: 

• We are seeking a highly organized and proactive Executive Assistant to support multiple Vice Presidents (VPs) within the Human Resources organization.
• The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks.
• This role requires strong communication skills, a high level of discretion, and the ability to work independently. As a key representative of the HR team, the role requires a positive presence including flexibility, adaptability and someone who contributes positively to team culture.

• Scheduling and Calendar Management; Coordinate and manage the VPs' calendars, scheduling meetings, appointments, and conferences. Ensure efficient time management and prioritize requests based on urgency and importance.
• Travel Arrangements: Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
• Expense Management: Manage corporate card expenses. Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
• Meeting Coordination: Organize and support logistics for on-site and virtual meetings within MS Teams, Webex or Zoom, including preparing agendas, taking minutes, and following up on action items Provide on-site event support.
• Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
• Invoice Processing: Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
• Perform other duties as assigned.
• Prepare materials including presentations, correspondence, create and update spreadsheets, reports,

• 5+ years as an Executive Assistant or similar role supporting senior leaders; experience in HR or a corporate environment preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams, Zoom and Webex).
• Experience with Concur and SAP systems is highly desirable.
• Strong organizational and time management skills. Ability to prioritize tasks, maintain accurate schedules, and consistently meet deadlines in a dynamic environment.
• Excellent verbal and written communication skills. Proven experience conveying information clearly and professionally in meetings, presentations, and correspondence.
• Ability to handle confidential information with discretion.
• Strong attention to detail and problem-solving abilities.
• Team oriented with superior interpersonal skills a track record of collaboration
• Ability to work independently and manage multiple priorities in a fast-paced environment. Comfortable taking initiative, adapting to shifting priorities, and delivering results with limited supervision.
• Bachelor's degree or equivalent experience preferred
• Some travel may be required