Executive Assistant to Vice President

Found in: Appcast Linkedin GBL C2 - 2 weeks ago

Cambridge, United States ACL Digital Full time

Executive Assistant to the Vice President/Chief Information Officer (VP/CIO)

3+ months Month contract with possible extn.

Cambridge, MA – 02138 - Onsite

Job Summary: We are looking for a responsive, proactive, and organized Executive Assistant to provide executive support to the Vice President and Chief Information Officer for a temporary period. This person will be a member of the HUIT Administration team and will play a pivotal role in providing executive support to the Vice President and Chief Information Officer. This position requires a dynamic individual capable of anticipating and addressing the daily needs of the VP/CIO while advancing their agenda. This role will also provide coverage support for the Chief Operating Officer and the Chief Technology Officer as needed.

Principal Duties and Responsibilities:

  • Manage calendar for VP/CIO including responding to a high volume of scheduling requests and changes, leveraging significant independent judgment to identify and resolve potential conflicts and connect dots, coordinate meeting arrangements, including venue reservations, AV/technology setup, catering, and guest reception.
  • Facilitate briefing materials needed for the VIP/CIO daily.
  • Arrange travel and prepare expense reports as needed.
  • Manage administrative tasks with minimal supervision in a fast-paced environment with competing priorities. Anticipate and resolve a wide range of administrative issues.
  • Communicate and liaise with internal and external stakeholders.
  • Ability to remain calm and composed in high-pressure situations.

Scheduling and Briefings:

  • Manage calendars, schedule appointments, calls, and complex meetings.
  • Prepare materials and briefings based on the day's agenda.
  • Coordinate with various constituents to collect necessary materials.
  • Maintain accurate paper and electronic files.
  • Assist with mail sorting and distribution.

Events and meetings:

  • Assist in organizing events, including town halls and collaborative functions.
  • Manage logistics for events involving the VP.
  • Reserve space as needed for events and meetings.
  • Arrange for catering.
  • Setup rooms for hybrid meetings.

Travel and Expense/Finance:

  • Arrange travel.
  • Prepare expense reports and reconcile corporate card.

Basic Qualifications:

  • Superior organizational and communication skills.
  • Proficiency in MS Office applications and various file formats.
  • Experience with Zoom, Slack, internet search engines, and digital platforms.

Additional Qualifications:

  • Ability to understand technology and business needs.
  • Excellent interpersonal, oral, and written communication skills.
  • Strong analytical and problem-solving abilities.
  • Capacity to manage multiple tasks under deadlines.
  • Discretion in handling confidential information.
  • Initiative, resourcefulness, and self-management skills.
  • Capacity to influence others positively.
  • Energetic, responsive, flexible, and independent work ethic.
  • High sense of professionalism, resilience, and the ability to interact with various personalities with grace.

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