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Executive Assistant and Office Coordinator

13 hours ago

Newton, Massachusetts, United States Ascensus Full time $80,000 - $100,000

Ascensus is the leading independent technology and service platform powering savings plans across America, providing products and expertise that help nearly 16 million people save for a better today and tomorrow.

Section 1: Position Summary

Responsible for providing confidential administrative support to members of the Executive Team along with fulfilling general office duties while fostering a welcoming and efficient work environment. Communicates effectively with stakeholders at all levels in the organization, industry and community.  The incumbent possesses an understanding of the roles for which they provide support in addition to the operations and procedures of the departments and overall organization. This role combines responsibilities of a receptionist, office manager, and executive assistant.

*In office expectations are 3+ days a week in the Newton, MA office*

Section 2: Job Functions, Essential Duties and Responsibilities

  • Completes complex administrative projects and resolves complex support issues.
  • Performs confidential, executive administrative support functions including  answering phones for various Executive team members including CEO as needed.
  • Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties.
  • Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards.
  • Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets.
  • Organizes and expedites flow of work and initiates any follow-up action.
  • Handles all travel and prepares expense reports.
  • Schedules and coordinates meetings including technology and catering needs, including conferences.
  • Timely set up/cleanup of conference rooms for meetings, including technology and other materials.
  • Serves as the primary point of contact for general office inquiries and facility-related issues.
  • Organizes and maintains files of correspondence and records, follows up on pending matters.
  • Coordinates the setup of employee badges and access credentials,  conducts office tours and ensures new employees are warmly welcomed and properly oriented.
  • Maintains the appearance and organization of common areas, including the reception area and all conference rooms.
  • Monitors and manages inventory of office/breakroom supplies and places orders as needed.
  • Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives. Collaborate with internal stakeholders, and coordinates event logistics.
  • Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.
  • At Ascensus we are guided by our Core Values of People Matter, Quality First and Integrity Always. They inspire us every day to prioritize an environment of respect for those we serve and one another and should be visible in your actions on a day-to-day.

Supervision  

  • N/A

Section 3:  Experience, Skills, Knowledge Requirements

  • Completes complex administrative projects and resolves complex support issues.
  • Performs confidential, executive administrative support functions including  answering phones for various Executive team members including CEO as needed.
  • Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties.
  • Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards.
  • Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets.
  • Organizes and expedites flow of work and initiates any follow-up action.
  • Handles all travel and prepares expense reports.
  • Schedules and coordinates meetings including technology and catering needs, including conferences.
  • Timely set up/cleanup of conference rooms for meetings, including technology and other materials.
  • Serves as the primary point of contact for general office inquiries and facility-related issues.
  • Organizes and maintains files of correspondence and records, follows up on pending matters.
  • Coordinates the setup of employee badges and access credentials,  conducts office tours and ensures new employees are warmly welcomed and properly oriented.
  • Maintains the appearance and organization of common areas, including the reception area and all conference rooms.
  • Monitors and manages inventory of office/breakroom supplies and places orders as needed.
  • Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives. Collaborate with internal stakeholders, and coordinates event logistics.

The national average salary range for this role $80-100k in base pay, exclusive of any bonuses and benefits. This base salary range represents the low and high end of the salary range for this position. Actual salary offered will vary and may be above or below the range based on various factors including but not limited to location, experience, performance, and internal pay alignment. We do not anticipate that candidates hired will begin at the top of the range however, from time to time, it may occur on a case-by-case basis.  Other rewards and benefits may include: 401(k) match, Medical, Dental, Vision, Paid-Time-Off, etc.  For more information, please visit  

For all virtual remote positions, in order to ensure associates can effectively perform their job duties with no distractions, we require an uninterrupted virtual workspace and there is also an expectation of family care being in place during business hours. Additionally, there is an internet work speed requirement of 25 Mbps or better for individual use. If more than one person is utilizing the same internet connection in the same household or building, then a stronger connection is required. If you are unsure of your internet speed, please check with your service provider. Note: For call center roles specifically, it is a requirement to either hardwire your equipment directly to the internet router or ensure your workstation is in close proximity to the router. Please ensure that you are able to meet these expectations before applying.

We are proud to be an Equal Opportunity Employer

Be aware of employment fraud. All email communications from Ascensus or its hiring managers originate from or email addresses. We will never ask you for payment or require you to purchase any equipment. If you are suspicious or unsure about validity of a job posting, we strongly encourage you to apply directly through our website.