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Executive Assistant

4 months ago

Billerica, United States ASMPT AEi, Inc. Full time

Key resource for company president to perform a wide array of administrative and office management tasks. Primary point of contact for internal and external constituencies on all matters pertaining to the Company President.

**Key Responsibilities and Duties / Essential Functions**:

- Communicate effectively with internal and external employees across all levels, with professionalism, accuracy, and speed.
- Review incoming correspondence, handle inquiries and initiate first response and routes as appropriate.
- Use Outlook to manage Senior Management calendars, meetings, and schedules, resolving scheduling conflicts and prioritizing issues to ensure effective time management.
- Prepare and communicate agendas and attend key meetings, capturing notes and follow-up tasks.
- Create/edit documents and PowerPoint presentations to ensure presentation materials comply with company standards.
- Update status of projects and initiatives, record data in excel spreadsheets.
- Coordinate logistics for special events, team meetings, conferences, seminars, workshops, off-site meetings, special projects, catered events and department outings/team building events.
- Build and maintain relationships with relevant vendors, negotiate contracts and best possible pricing.
- Collaborate with various stakeholders on communications to ensure accuracy of employee announcements and updates.
- Coordinate closely with Information Technology, Facilities, HR and other key business leaders and departments.
- Manage orders and office supplies. Coordinate with outside vendor deliveries of lunch items, snacks, and kitchen/break area related items.
- Manage all travel and expenses for executive and management staff, including validation, tracking, reconciliation and submitting expenses though Concur.

**Education and Experience**:

- Associate degree; preference for BA/BS Degree or equivalent experience
- A minimum of 8 years of experience in an administrative role, to include 3 years supporting C-Suite executives and division presidents. Additional office management experience required.

**Education and Experience**:

- Highly proficient in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams, OneNote), strong PowerPoint skills to ensure professional appearance of the presentations.
- Sound judgment, high integrity, and ability to maintain strict confidential information.
- Professional demeanor with excellent verbal and written communication skills, with a demonstrated ability to compose content materials and correspondence.
- Excellent time management, strong organizational and analytical skills that reflect ability to perform and prioritize multiple tasks and projects seamlessly with excellent attention to detail.
- Responsive and proactive, with the ability to work well under tight deadlines and respond to changing demands.
- Ability to work well in a team environment, across geographies and time zones, with a spirit of collaboration.
- Flexible with the schedule; able to complete assignments against deadlines, occasionally outside of regular work hours.
- Positive, professional, and enthusiastic demeanor, welcoming effective feedback
- Proven work history working autonomously; self-motivated.

**Work Environment**:
This job operates in a professional office environment and routinely uses standard office equipment.

**Physical Requirements**:
While performing the duties of this job the employee is often required to move from one place to another, stay in one position for periods of time, and communicate with others and exchange information, may give presentations; and may occasionally lift or move office products and supplies, up to 20 pounds.

**Expected Hours of work**:
Days and hours of work are typically Monday through Friday, 8:00 a.m. to 5:00 p.m. or as assigned by supervisor. This position requires occasional weekend work.

Pay: $49,501.62 - $80,000.00 per year

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Paid time off

Schedule:

- 8 hour shift

Ability to Relocate:

- Billerica, MA: Relocate before starting work (required)

Work Location: In person