Executive Administrative Assistant

Boston, MA 02127 | Direct Hire

Post Date: 07/12/2018 Job ID: 81517 Specialty: Office Services

An Architectural/Engineering firm in Boston, MA is seeking an Executive Administrative Assistant to support two principals. The ideal candidate for this role will be someone who is extremely organized with strong follow up skills and exceptional communication skills, both verbal and written. This position offers room for growth and expansion within the firm and provides a unique opportunity to learn the business side of the Architecture, Engineering and Construction industry. Compensation for this role is up to $60K-$69K. Apply today!

Responsibilities for the Executive Administrative Assistant:
  • Propose and implement systems for maintaining organization for the Principals
  • Perform various administrative tasks, including typing, emailing, scanning, filing, copying, mailings, etc.
  • Monitor incoming emails/ phone calls and respond/distribute/file
  • Type meeting notes, field reports, memos, etc. and distribute
  • Calendar and time sheet management and input
  • Manage Continuing Education requirements to ensure maintenance of various licenses
  • Assist with Historical Commission Applications
  • Arrange mandatory company meetings under direction of Principals
  • Assist with scans of original blueprints and altered drawings
  • Schedule and organize Lunch and Learn presentations in the office from outside companies/vendors
  • Assist with maintaining all kitchen supplies inventory and keeping neat conference room and lobby appearances and manage catering orders for meetings
  • Assist with PowerPoint presentations and set up all equipment for internal meetings/presentations
Requirements for the Executive Administrative Assistant:
  • 1-5 years in an Administrative or Executive Assistant role
  • Associates or Bachelor’ s Degree preferred
  • Exceptional organizational skills with the ability to manage, prioritize and complete multiple deadlines
  • Ability to multi-task and maintain composure in a fast-paced environment
  • Ability to handle sensitive and confidential correspondence
  • Proficiency with Microsoft Office Suite (including, but not limited to Word, Excel, Outlook, PowerPoint, Access) and internet navigation
  • Ability to transcribe from dictation, both recorded and live
  • Advanced computer skills and proficient with MS office programs and MS Outlook
  • Background and/or interest in either Construction, Architectural, or Structural Engineering preferred but not required
  • Must be eligible to work in the U.S. without sponsorship                     

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