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Executive Assistant (mostly remote/Lincoln, MA)

Lincoln, MA 01773 | Work from home flexibility

Posted: 01/25/2023 Employment Type: Direct Hire Industry: Professional Services Job Number: 16207 Field of Expertise: Administrative

Job Description

Our client is a direct/digital marketing agency in Lincoln, MA that specializes in integrated fundraising and membership programs for non-profit organizations.  They have an opportunity for a talented Executive Assistant to work in a highly visible role supporting their President and managing office operations. You will offer the President and other key stakeholders your expertise in anticipating needs, attention to detail, strong organization and communication skills, and ability to troubleshoot technical issues and balance multiple projects and tasks with an exceptional customer service, solution-oriented approach.

This is a hybrid position, with average one day in the office, flexible as needed.

Roles and responsibilities:

Executive Assistant:
  • Manage calendar proactively including debriefing and prioritizing action items while remaining flexible with changes such as prioritizing project management, meetings, meeting updates and providing follow up/follow through
  • Provide updates and present challenges, always outlining solution options   
  • Manage executive and employee travel, including reservations, circulating itineraries, and maintain employee travel profiles and Executive expenses
  • Assist with meeting logistics; hosting, including room set-up, food orders, follow-ups, presentations, and related collateral materials
  • Own VP leadership team meeting cadence, ensure agenda is developed and set with adequate notice; help plan executive and leadership team meetings. 
  • Prepare for meetings and follow-ups, including setting agendas and planning for desired outcomes
  • Provide unbiased, informed, sharing pulse on the agency on organizational and operational
  • Manage the President’s internal and external communications, including drafting or editing emails and presentations
  • Help with ad hoc industry or vendor research or projects
  • Perform other related duties as requested, providing high-quality support while anticipating needs

Office Operations:
  • Manage office operations and oversee all aspects, including office and break room supplies
  • Assist with coordination of company meetings and events including meeting invites and catering as needed
  • Coordinate and manage business lunches and dinner reservations, support event planning
  • Support People Operations with shipping new hire equipment
  • Assemble client material when needed
  • Serve as point of contact for property manager, space related issues, and maintenance; coordinate and communicate repairs and maintenance for facilities and equipment
  • Backup for managing office post; distributing mail and packages and outgoing packages
  • Support requests with IT vendor through ticketing system
  • Perform other related duties as requested

Required Skills & Abilities:
  • Associates or bachelor’s degree or the equivalent knowledge and experience required
  • 3+ years of related office manager/administrative experience, and 2+ years in an executive assistant role
  • Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
  • Experience administering online, cloud-based applications (i.e., Zoom, SharePoint); familiarity with Cloud based sharing and storage (i.e., Box)
  • Ability to manage confidential information and communication appropriately; displays discretion and maturity
  • Natural analytical person with the desire to anticipate needs and make recommendations for efficient processes
  • Excellent organizational, communication and analytical skills with a meticulous attention to detail
  • Collaborator and initiative-taker
  • Demonstrated exceptional work ethic, time management skills and “can-do” attitude in a fast-paced environment
  • A sense of energy, passion, honesty, and ownership

Meet Your Recruiter

Nadia McKay
President, Boston

Nadia McKay owns and operates Corps Team/Mom Corps Boston. From 2007-2010, she served as the organization’s Regional VP, using her 20 years of experience in client service, staffing, and marketing, to grow the Mom Corps presence in the Boston market and beyond. She purchased the Boston Franchise in 2010, and since that time has partnered with innovative and growing start-up to Fortune 500 companies to bring on professional-level direct hire, contract, full-time, part-time and flexible talent across a variety of functional areas including Marketing, Strategy, Human Resources, Finance/Accounting, and Legal. Before joining Mom Corps, Nadia spent 14 years at Digitas, a global marketing services firm, as a VP/Marketing Director, and later as VP/Staffing for the Strategy & Analysis practice. Nadia has a bachelor’s degree in Business Administration from the University of Vermont.  

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