Executive Assistant

2 months ago

Framingham, Massachusetts, United States RaceTrac Full time

RaceTrac Company Overview

Job Description:

The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests.

Responsibilities:

  • Provide high-level administrative support and assistance to executive team
  • Manage and maintain executive calendars through Outlook
  • Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
  • Oversee travel arrangements and logistics for executive team
  • Prepare executives expense reports, ensuring accuracy of account code designation
  • Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
  • Handle phone, email, and postal mail inquiries as needed and respond appropriately
  • Assist with special projects and research, including preparing summaries and reports
  • Oversee the day-to-day administrative operations of our office
  • Maintain a comprehensive inventory of office supplies and equipment
  • Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
  • Oversee and coordinate property maintenance and repairs
  • Manage office space, layout, and seating arrangements
  • Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
  • Develop ad hoc financial and operational reporting as needed

Qualifications:


• Bachelor's degree preferred


• Minimum of 5+ years of prior administrative experience required


• Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease


• Meticulous attention to detail


• Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)


• Strong communication (written and verbal) skills


• Excellent time management skills


• Ability to deal sensitively with confidential material

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