Executive Assistant

6 days ago

Westwood, United States The Planet Group Full time

Executive Assistant


Industry- Manufacturing, chemicals, privately held, growing, 800 employees

Location- Westwood, MA

WFH situation- Onsite daily

Background check- yes


Why open- Newly created role due to company growth. Current EA supports the executive team, and they need a second EA to support the CFO + 1-2 other VP's. The ideal candidate has supported multiple high-level executives at a company with 800+ employees.


Must haves:

-5+ years of supporting high level executives

-Has supported 2+ high level executives

-Strong verbal and written communication skills

-MS Office (including Teams)


Preferred:

-Has supported C-level executives

-Concur (use for travel arrangements)

-Associate or Bachelor degree


Job Description:

Executive Assistant with 5+ years experience to support multiple members of the executive team. Candidate should be a master multi-tasker with excellent communication skills and an upbeat attitude. Comfortable working with confidential time sensitive assignments. Should be able to assist management by handling office tasks, provide polite and professional assistance via phone, mail and email, being helpful and positive presence in the workplace. Candidate must possess a skillset that focuses on attention to detail and accuracy. Must be proficient using computers and Microsoft Office, including Teams.


Key Responsibilities:

· Managing day to day operations of assigned departments answering phones and emails

· Making travel arrangements using Concur

· Scheduling meetings

· Document control including research, scanning, emailing, and mailings

· Data entry, on statistic spreadsheets

· Processing expense reports for executives

· Provide back-up coverage for other Administrative Assistants when needed

· Organizing paperwork for Mergers and Acquisitions

· Managing confidential files, organizing and preparing files for archiving

· Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.

· Set up and regularly review operating practices and procedures; determine whether improvements can be made and work with management to implement changes as appropriate

· Ordering Flowers and Fruit Baskets for employee: get well, sympathy, congratulations

· Organize paper files and ready for archiving


Education:

High school diploma or GED at minimum

Associates Degree in a related field preferred


Knowledge & Experience:

· Excellent organizational skills including the ability to multi-task

· Notary public a plus

· Above average Microsoft Office, SharePoint, DocuSign, JDE and Concur

· Attention to detail and data entry accuracy

· Excellent verbal and written communication skills

· Ability to work under time constraints

· Prioritize tasks and assignments by order of importance

· Ability to work independently

· Requires ability to use discretion and maintain confidentiality

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