Executive Assistant

Summary:
We’re looking for an Executive Assistant to support the Chief Executive Officer, Chief Operating Officer, and other members of senior leadership at ThayerMahan. This role will coordinate and manage companywide meetings, coordinate travel, prepare and organize expense reports, write, and create updated company and leadership team memos as needed. This role is in-person in our dress casual office in Groton.

Overview:
The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the leadership team’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals of the entire ThayerMahan population. To perform this job successfully, the individual is expected to handle highly sensitive and confidential information and institutional information while exercising professionalism and discretion.

Duties/Responsibilities:

• Provides high-level administrative support and assistance to the CEO, Chief Operating Officer, Director of Safety & Security, and other assigned senior staff.
• Performs clerical and administrative tasks including drafting letters, memos, reviewing presentations, and other documents.
• Serves as main POC for visitors and welcomes guests to the building.
• Answers the main phone line which will include receiving and screening the Leaderships phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Assist the CEO and other leadership members in the development of presentations and administrative tasks including drafting letters, memos, reviewing presentations, and other documents.
• Routinely perform a wide variety of support duties, such as printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule company and departmental meetings; assist in the preparation and distribution of meeting agendas and materials. Setting up conference room and ordering food/drinks as necessary. Coordinates arrangements for on-site and off-site working meetings.
• Arrange travel and accommodation for the CEO and select executives.
• Prepare, reconcile, and submit expense reports.
• Maintain communication updates on the internal ThayerMahan site.
• Maintain confidential and sensitive information generated by the leadership team.
• Attend meetings and take notes of discussion as requested for the organization; prepare and distribute summaries as needed.
• Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

• Ability to act with integrity, professionalism, and confidentiality.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to multitask.
• Ability to function well in a high-paced and at times stressful environment.
• Knowledge of office administration & basic clerical procedures.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to obtain security clearance.

• High school diploma required, Bachelor’s degree in Business Administration or related field preferred.
• At least four years of related experience required.

• Must be able to lift up to 15 pounds at a time

Hiring Contact: Courtney Boyle, Director of Human Resources
Hiring Contact Email Address: cboyle@thayermahan.com