Executive Assistant

4 weeks ago


Framingham, United States Racetrac Petroleum, Inc. 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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