Executive Assistant / Chief of Staff

Position Overview

Our client in the tech and telecommunications space is growing at an accelerated pace and seeking to add an Executive Assistant to the Chief Executive Officer who oversees two global companies. This position performs advanced, diversified administrative duties requiring a broad skill set.

The position will be located on-site in Waltham, MA.

Key Responsibilities

• Provide comprehensive day-to-day management of schedules including heavy and complex calendar management, international travel arrangements, and executive meeting prep.
• Prepares complex business presentation documents and spreadsheets.
• Assists with special projects, performing research and maintaining records.
• Composes correspondence, based on the general knowledge of the manager’s view, about administrative matters and general office policies for the manager’s approval.
• Initiates routine and non-routine correspondence, memoranda, and reports.
• Answers and screens the phone, providing information for both routine and complex inquiries.
• Anticipates and prepares material needed by the manager for conferences, correspondence, appointments, meetings, telephone calls, etc.
• Prepares and distributes minutes to meetings.
• Establishes and maintains a variety of files and records including expense processing
• Reads publications, regulations, and directives and takes action or refers to those that are important to the manager and to the staff.

Qualifications

• 10 years of experience supporting C-level executives.
• Chief of Staff experience is a plus
• Proficiency with various software programs including Google Calendar, Microsoft Word, Excel, and PowerPoint for Windows.
• Ability to balance multiple priorities and to work under tight deadlines while providing consistent and professional service.
• Ability to independently perform administrative duties with speed and accuracy.
• Exceptional knowledge of business correspondence composition.
• Accurate and efficient typing skills.
• Possess exceptional interpersonal and communication skills and the ability to maintain good working relationships with all co-workers and external clients.
• Possess excellent organizational skills including attention to detail and follow through.
• Maintain complete confidentiality, possess a professional demeanor, and exercise discretion at all times.

Education & Professional Certifications:

• Bachelor’s degree in a related field from a four-year college or university; or
• Equivalent combination of education and experience.