Executive Assistant/Office Manager

Boston, MA 02110 | Direct Hire

Post Date: 06/21/2018 Job ID: 81397 Specialty: Office Services

Our client in Boston, MA is seeking an Executive Assistant/Office Manager to join their team. As the Executive Assistant/Office Manager, you will provide high-level administrative support to company executives and manage day to day Facilities workflow and staff. The ideal candidate possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. The fast paced environment requires someone who looks around corners to plan ahead on behalf of the organization. This role reports to the CFO. Apply today!

Responsibilities for the Executive Assistant/Office Manager:
  • Provide confidential, reliable and comprehensive administrative and office management support on a daily basis
  • Provide daily administrative support for CEO, COO and Chief Underwriting Officer
  • Responsible for maintaining calendars; coordinates internal and external meetings and conference calls
  • Respond to emails and phone inquiries in a timely manner
  • Prepare, review and compose correspondence, routine forms, travel expenses and payment requests
  • Provide support drafting, editing and/or formatting presentations and word documents
  • Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
  • Arrange domestic and international travel
  • Supervise facilities work and staff members
  • Manage facilities team (all supervisor duties included; manage workload, weekly meetings, performance reviews, timesheet approvals)
  • Troubleshoot any facilities issues in the Boston office and escalate to AmFam Property Management team as necessary
  • Review and process vendor invoices
  • Plan and organize company events
  • Oversee floor plans and keep track of space availability
  • Manage security systems for Boston, Akron and Phoenix, including maintaining access system database, quarterly reconciliation and running access history reports
  • Assist with general process improvement for all related responsibilities
Requirements for the Executive Assistant/Office Manager:
  • 7+ years of experience assisting at the leadership level in a fast-paced environment or equivalent
  • Proficiency with the Microsoft Office Suite, specifically Outlook, Word, Excel, SharePoint, Visio and PowerPoint
  • Excellent organization, planning, time management and problem-solving
  • Highly motivated, organized and able to work effectively with minimal supervision
  • Positive, proactive and able to consistently exercise great judgment
  • Ability to handle direct work and manage small number of facilities staff
  • Ability to prioritize and react with appropriate levels of urgency to multiple situations, requests and events that require quick response or turnaround
  • High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company
  • Exceptional written and verbal communication skills, and team-oriented philosophy
  • Must be eligible to work in the U.S. without sponsorship                      

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