Executive Assistant

Watertown, MA | Direct Hire

Post Date: 07/03/2017 Job ID: 78922 Specialty: Office Services

A global non-profit organization in Watertown, MA is seeking an Executive Assistant to join their team.   As the Executive Assistant, you will provide a range of administrative support services to the CFO and Finance staff to promote efficient delivery of services and, where applicable, effective management of the Finance office. Apply today!

Responsibilities for the Executive Assistant:               
  • Responsible for scheduling and managing the CFO’ s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office
  • Organize and coordinate international/domestic travel and related requirements to include:  travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports
  • Provide support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and local travel
  • Work closely with the CFO on special projects and Audit and Finance and Investment Committee activities
  • Proofread, answer, and compose routine correspondence both hand written and electronic, including donor and board communications and other partner related materials; prepares selective summaries and any follow-up actions for the CFO
  • Support and coordinate Audit and Finance and Investment Committee meeting arrangements including teleconferences and minute taking as required
  • Coordinate, plan, and organize small-to large-scale meetings
  • Perform general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry
  • Collect and open mail addressed to the Finance/Accounting; forward correspondence to appropriate staff for action
  • Complete various forms, including: purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
  • Undertake special assignments/projects on a wide variety of issues as requested by the CFO and Finance Directors
  • Contribute to the excellent reputation of the CFO’ s office through professional, friendly and respectful interactions internally and externally
Requirements for the Executive Assistant:
  • College degree in business management or related field, or training in secretarial skills, office management and/or administrative studies
  • A minimum of 5 years supporting C- Level Executives
  • Experience in organizing meetings, preparing and monitoring budgets, assisting with travel and hotel accommodations, and providing general office operations support
  • Demonstrated ability to achieve high performance goals in a fast-paced environment
  • Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners and donors
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Ability to understand and interpret policies and procedures as well as apply them with consistency
  • Working knowledge of telephone systems and standard office equipment such as fax machines and photocopiers
  • Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, PowerPoint and Outlook
  • Additional foreign language skills, particularly in French, Spanish and/or Portuguese, a plus
  • Demonstrated interest in family planning and women’ s issues
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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