Executive Assistant

3 weeks ago

Boston, United States Samuels & Associates Full time

The Executive Assistant will assist a company Partner and support Senior Vice Presidents. This individual will work closely with the Development team in supporting processes and procedures for the day-to-day operations including but not limited to partner/lender reporting, tenant relations, file/contract management, building systems setup and management, and accounts payable processing.


Roles & Responsibilities:


Manages calendars for Partner and Development Team members, including scheduling and coordinating meetings and events with internal and external teams. The EA ensures that the executives’ time is optimized and that commitments align with their priorities.

Arranges and coordinates meetings, including sending invitations, reserving meeting spaces, preparing agendas, and distributing relevant materials. The EA will occasionally take minutes and follow up on action items.

Screens and manages emails, phone calls, and messages on behalf of the executives. This includes responding to routine inquiries, redirecting important communications, and relaying urgent matters.

Provides high-level administrative support such as expense tracking, budget management, and drafting letters, memos, invoices, reports, and other documents.

Meets weekly with company Partner and Senior Vice Presidents to proactively review calendars and address open items.

Drafts, proofreads, and edits various documents, reports, presentations, and correspondence. They ensure that materials are well-prepared and aligned with the executive's style and preferences.

Works with Operations Associate to coordinate travel for the executives, including booking flights, accommodations, transportation, and creating detailed itineraries.

Collects receipts, reconciles AMEX bills and submits expense reports as needed.

Occasional backup support to other administrators to cover gaps resulting from vacations, and sick days.

Other requests as assigned by Partners, Chief of Staff, and Senior Vice Presidents.


Qualifications and Skills:

Excellent verbal and written communication skills

Excellent organizational and time management skills

Excellent interpersonal and collaboration skills

Ability to take direction, work effectively independently and as part of a team

Proficient in Microsoft Office Suite or similar software with the ability to learn new or updated software.

Ability to be flexible, multi-task and prioritize responsibilities.

Ability to function well in a high-paced, complex environment.


Education and Experience:


High school diploma required; college degree preferred or a minimum of 2-5 years of experience in a similar role.



Commitment to Diversity Equity and Inclusion:

We believe that diversity and inclusion among our teammates are critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.

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