Executive Assistant

PURPOSE OF THE JOB

The Executive Assistant provides administrative support to the President and CEO. The assistant handles details of a highly confidential and critical nature. This person will schedule meetings on behalf of the CEO, organize the meetings, and collect and prepare information for use in discussions/meetings of staff and/or with external stakeholders or visitors to the MLSC office. This person will be asked to support presentation materials for meetings. The assistant is also responsible for travel planning, expense reports, and other logistical details to support the CEO’s daily business activities.

The MLSC is seeking a detail-oriented team member with high energy, exercising sound judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

FUNCTIONS AND RESPONSIBILITIES

• Administrative support to CEO including word processing and preparation of documents, spreadsheets, presentations, and reports
• Meeting and event coordination: complex calendaring and handling of special projects on behalf of the CEO; maintain appointment calendars; schedule all appointments and meetings with other departments and external contacts. Ensure calendars are accurate and updated when changes occur. Reserve meeting space, arrange for audio/visual equipment, create, and publish agendas, track action items from senior management team meetings.
• Book travel and file accurate, timely expense reports
• Plan, prepare, and organize logistic and administrative requirements for external engagements, company visits, and meetings
• Respond to a wide variety of requests for information and executive action
• Analyze needs and problems while determining approach and priority
• Understand and anticipate the needs of the team by thinking one step ahead to provide senior level support
• Understand and follow financial protocols to support team budgets, purchase orders, and vendors to ensure timely payments and accurate tracking
• Build rapport across the organization and communicate proactively and build strong relationships with the Executive Leadership Team and staff across the organization
• Consistently strive to improve team processes, thinking critically and creatively about ways to make our departments the most impactful it can be through programs, initiatives & coordination
• Other duties as assigned

EDUCATION AND EXPERIENCE

• Experience or equivalent to a two-year degree in communications, business administration, or related field of study
• At least five years of prior work experience in an administrative role
• Experience in executive administration a plus

SKILLS

• Strong time management skills, ability to multi-task and manage various projects at a time.
• Excellent written and verbal communication skills.
• Impeccable integrity, dependability, and a keen sense of urgency to achieve results.
• Advanced knowledge of word processing, graphic presentation and computer software related to specific tasks, as well as an aptitude for learning new software and systems.
• Demonstrated excellent computer and word processing skills with special emphasis on calendaring, presentation, and spreadsheet capabilities.
• Excellent communication and interpersonal skills with the ability to effectively communicate with all levels of management.
• Flexible team player, willing to adapt to changes.
• High energy, creative, flexible, well organized, resourceful and detail oriented.
• Excellent judgment in handling confidential and sensitive information.
• Ability to work independently, set priorities and handle tasks with a high level of efficiency.
• Establish and maintain cooperative working relationships with others.

EXTENT OF PUBLIC CONTACT

• Contact with internal and external stakeholders, applicants and reviewers.
• Contacts with all levels of the organization.

WORKING CONDITIONS AND ENVIRONMENT

The work is performed primarily in an office setting. The noise level in the work environment is moderate. Currently, work is being conducted in-person at the office in Waltham 2 days per week (Wednesdays and Thursdays), and remotely for 3 days a week. Additional in-person attendance at the office may be expected, with flexibility as needed.

• Must be able to work a regular work schedule of 9:00 P.M. to 5:00 P.M. and attend occasional evening events
• Occasional adjustments to schedule may be required
• Some local, domestic and international travel required (no more than 10 percent)
• This position requires attendance (approximately 10%) at events throughout the Commonwealth (some of which are not easily accessible to public transportation). Reliable transportation is needed to meet the required participation at these events.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. The employee is frequently required to sit, stand, walk, talk, or hear; must be able to operate office equipment; occasional reaching above shoulder heights or below the waist; lift and/or move up to 10 pounds as required to file documents or store materials during the workday. The employee is occasionally required to use hands to finger, handle, or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision and color vision. Must be able to effectively communicate orally and in writing; must be able to establish and maintain professional interpersonal relationships. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.