Executive Assisant

Roslindale, MA | Contract to Perm

Post Date: 09/15/2017 Job ID: 79140 Specialty: Office Services

Our client in Roslindale, MA is seeking an experienced Executive Assistant to join their team. In this contract-to-hire role, you will have the opportunity to thrive in a fast-paced environment and make lasting connections with a top company. Apply today!

Responsibilities for the Executive Assistant:
  • Prepare for all meetings in advance by ensuring that agendas, files, supporting materials and action items are prepared and distributed to all attendees ahead of time
  • Send out meeting reminders
  • Manage the Director’ s Outlook calendar, including scheduling of internal and external meetings and appointments
  • Book travel arrangements and maintain travel schedules providing all necessary detail for the Director
  • Provide administrative and organizational support for the ABC leadership including the submission of reimbursement requests for the Center Director and track to completion
  • Provide assistance to investigators and Research Coordinators in the preparation, assembly, reproduction, and transmittal of grant proposals and progress reports
  • Gather research literature and materials
  • Conduct literature searches on multiple reference databases
  • Coordinate all administrative, program, and office activities
  • Establish, select, implement, and coordinate office procedures and file systems-both paper and electronic
  • Greet visitors
  • Answer and screens telephone calls
  • Assess nature of business
  • Responds to requests for information and provides assistance
  • Troubleshoot hardware and software problems
  • Compose substantive correspondence and written material
  • Develop and maintain various databases, brochures, educational materials, etc., in support of the PI’ s programs, educational initiatives, clinical and research services
  • Assist in the maintenance and presentation of websites, researching the accuracy and validity of information to be entered
  • Triage phone calls including calls from patients and study participants
  • Order and maintain inventory of supplies
Requirements for the Executive Assistant:
  • Bachelor’ s degree in a related field; or an equivalent combination of experience and education
  • 5-10 years of experience needed
  • Experience in an academic research environment strongly preferred
  • Experience managing calendars
  • Ability to adapt to a changing work environment and growing program
  • Self-directed, able to take initiative, problem solve, and exercise independent judgment
  • Disciplined follow-up skills
  • Ability to track and monitor activities for Director and office
  • Demonstrated editing and proofreading skills
  • Routine use of major library catalog or reference database
  • Ability to do Internet searches
  • Advanced Microsoft Office computer skills (Word, Excel, PowerPoint)
  • Ability to troubleshoot computer and software problems
  • Average keyboarding skills (40-59 wpm)
  • Technology savvy with a strong knowledge working with Microsoft Office
  • 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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