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Executive Assistant

Quincy, MA 02169

Posted: 01/24/2023 Employment Type: Direct Hire/Perm Job Category: Administrative Job Number: 535091 Is job remote?: No Country: United States

Job Description

The Executive Assistant provides a wide range of functions in support of the office of the EVP CFO & COO and serves as the first line of contact for the department. Maintains complex calendars, budgets, and project plans and manages communications with internal and external contacts. Partners closely with the EVP and other key managers on a daily basis to proactively manage the execution of projects and tasks, including day-to-day follow-up on deliverables, oversight of deadlines, and managing communications. Prepares and distributes reports for company leadership and board of directors.
  • Plans and organizes meetings, activities, and events for the EVP to ensure efficient use of time and alignment with strategic priorities. Monitors schedules of EVP and other senior leaders and responds swiftly and accurately to changes based on the demands of these roles.
  • Coordinates the calendars for board meetings, earnings releases, financial filings, and all related executive preparation to ensure alignment and optimal execution.
  • Monitors and reviews incoming email and other correspondence on behalf of the EVP. Uses discretion and professional judgment in drafting responses and following up on communications as appropriate.
  • Performs budget and expense report tracking and reimbursement processing; processes invoices and purchase orders.
  • Provides contract administration support for the Finance department.
  • Monitors pending projects for follow-up and timely execution, and identifies potential issues for escalation.
  • Administers all travel planning and reimbursement for complicated itineraries.
  • Prepares and distributes PowerPoint presentations, reports, and meeting agendas for senior leadership and Board of Director meetings.
  • Manages relationships and communications with internal and external stakeholders, including investors, vendors, board members, and executive staff.
  • Provides support for timely filings with the SEC and other regulatory bodies.
  • Provides backup to the EA to the CEO.
  • Excellent verbal and written communication skills
  • In-depth knowledge of Microsoft Office suite with high level of proficiency in Word, Excel, PowerPoint and Outlook
  • Skilled in preparing reports and presentations containing complex financial information and managing budgets
  • Demonstrated ability to handle multiple tasks simultaneously, exceptional organizational skills, and ability to adhere to and meet deadlines
  • Strong interpersonal skills to interface effectively with internal and external parties in a highly professional manner
  • Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization
  • Bachelor’s degree or equivalent level of experience and education
  • 5 + years prior experience at the executive assistant level
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