Executive Assistant -- Tech Team

Boston, MA 02116

Posted: 01/29/2019 Employment Type: Direct Hire Specialty: Office Services Job Number: 82947

A leading equity firm in Boston, MA is seeking a strong, organized, and outgoing Executive Assistant to provide high level administrative support to the tech fund (4-6 people). As this team heads into fundraising mode, the Executive Assistant will need to be able to take on different tasks every day. The ideal candidate will work well with a team and independently; have exemplary organizational skills with the ability to multi-task and respond to rapidly changing priorities; and have superior interpersonal skills, high self-awareness, and sound judgment.
Responsibilities for the Executive Assistant:
  • Anticipate and respond to needs relative to upcoming meetings and events; help to coordinate and ensure adequate resources are available
  • Track business development opportunities and enter contact information into DealCloud
  • Prepare and submit monthly expense reports in company’ s expense management system (TripsWare)
  • Work in tandem with one other EA and serve as back-up to other team when needed
  • Build and maintain strong relationships with internal team members, as well as external constituents
  • Book calendars to maximize team members’ efficiency, based on priorities, goals, and travel schedule
  • Analyze and select travel options to minimize travel time in conjunction with the corporate travel agent
  • Prepare air and ground transportation, accommodations, and itineraries
  • Serve as primary liaison by managing all incoming calls, voicemails, and correspondence with a high degree of professionalism, formality, and discretion
  • Responsible for document editing, printing, scanning, copying, downloading, binding, etc. Excel, Word and PowerPoint documents and presentations
Requirements for the Executive Assistant:
  • 2-5 years experience as an Executive Assistant to a team of individuals
  • Extraordinarily high attention to detail; ability to produce highly accurate documents and work products; takes great pride in his/her work; enjoys administrative challenges of supporting a busy team
  • Extremely well organized; ability to track and manage work and prioritize tasks without guidance; ability to balance competing requests in a smart and timely fashion
  • Highly proactive; a planner who thinks several steps ahead; strong ability to anticipate and execute tasks before being asked
  • Flexibility to accommodate last-minute changes and requests
  • Ability to work effectively and independently with little or no supervision, and to support executive remotely
  • Highly proficient computer skills and high degree of accuracy with Microsoft Suite (Word, Excel, PowerPoint, Outlook), and willingness to learn new technologies
  • Superior interpersonal skills and excellent judgment; ability to gather, synthesize and distribute information as appropriate; ability to build relationships at all levels of the organization
  • Ability to maintain high degree of professionalism and discretion in all activities
  • Must be eligible to work in the U.S. without sponsorship

Benefits for the Executive Assistant:
  • Fully-paid medical, dental, life and disability insurance
  • 401(k) plan and a pension plan with 10% match
  • Paid sick leave
  • 3 weeks of paid vacation per year

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