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Executive Assistant

Allston, MA 02163

Posted: 05/24/2023 Employment Type: Contract Job Category: Administrative Job Number: 565493 Is job remote?: No Country: United States

Job Description

Executive Assistant 
3 month contract
Allston, MA
Pay Range: $33.72-$35.72/hr

Must Haves:
  • High School Diploma/GED
  • Advanced Proficiency with Microsoft Office Programs (Excel, PowerPoint, and Outlook) and Zoom
  • 5 years of administrative experience, with 3 years of Executive Assistant experience in a technology organization
  • Strong verbal and written communication skills
Job Summary/Description:

As the Department Coordinator, you will often be the primary point of contact for both our internal and external customers and stakeholders, serving as the gatekeeper for the Chief Digital Officer and Digital Transformation department with the school/University leadership, faculty, staff, students, alumni and the broader community. You will report to the Managing Director, Program Management and Operations while working closely with the CDO. The ideal candidate can handle many complex and confidential situations for the CIO, applying judgment, initiative, and responsiveness. The candidate must have the ability to manage multiple tasks at once and be able to prioritize (or reprioritize) proactively. A person with an executive presence and extreme attention to detail will thrive in this role.

Duties and responsibilities
  • Provide strategic and thoughtful management of the CDO’s complex calendar by scheduling meetings, balancing priorities, anticipating the CDO’s needs, and proactively troubleshooting scheduling conflicts
  • Attend DTx Leadership Committee standing meetings, preparing agendas, capturing quality notes and major takeaways, and tracking status of action items with owners to ensure timely follow-up and resolution
  • Monitor tasks to be completed by the CDO (i.e., follow-up phone calls and emails, correspondence, reports in progress) to ensure CDO complies with deadlines and expectations
  • Write high-quality, accurate communications on behalf of the CDO to key stakeholders and members of the our internal and external communities
  • Provide administrative support for high-priority projects under the CDO and DTx including process development, implementation, and management
  • Lead execution of department-wide events based on guidance from leadership, partnering with Business Operations Assistant on event logistics
  • Provide administrative and scheduling assistance for Business Operations as necessary for both finances and recruiting, hiring, and onboarding a variety of resources
  • Complete other responsibilities as assigned
  • High school diploma, GED, or equivalent required
  • 5 years of experience in administrative support role(s) and/or related experience is required
  • Education beyond high school may count toward experience
  • Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom experience is required
  • Experience as an Executive Assistant or Administrative Office Lead/Manager
  • Strong oral and written communication skills, impeccable grammar
  • Excellent organizational skills
  • Detail-oriented and efficient, displaying exemplary customer service and relationship enhancing skills
  • Exceptional level of dependability, follow-through and accountability
  • Proficiency in email programs and web-based calendaring
  • Demonstrated ability to work independently with minimal supervision
  • Demonstrates high degree of collaboration and team building proficiencies
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