Executive Assistant providing personal and business support to the founder of Web Spring. Involved in various organizational tasks and responsible for booking and planning.
About the role
- Executive Assistant supporting senior leadership at First Help Financial to assist in strategic decision-making. Involves handling administrative functions and coordinating office logistics in a hybrid work environment.
Responsibilities
- Support executive staff by handling a wide variety of situations involving administrative functions that the executive is unable to attend to.
- Advise or pass on communications to individuals inside and outside the organization on behalf of the CEO or executives.
- Professionally contact or reply to contacts from high-ranking individuals who may be from other firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion.
- Manage executive calendars and schedule appointments, meetings, and travel arrangements.
- Prepare travel itineraries and handle travel logistics (e.g., booking flights, hotels, visa applications).
- Screen phone calls, emails, and visitors according to established protocols.
- Draft and compose correspondence (e.g., letters, emails, reports) according to the executive's instructions. Proofread executive drafts.
- Manage expense reports and ensure proper filing and documentation.
- When necessary, maintain and organize filing systems (physical and digital) for various documents and information.
- Order office supplies or coordinate with the Boston office manager.
- Coordinate with Compliance to facilitate background check tasks
- Coordinate office logistics and ensure smooth operation of the workspace.
- Take notes and prepare minutes during meetings, conferences, and presentations.
- Research and gather information for reports, presentations, and other assignments.
- Assist with drafting presentations and proposals.
- Proofread and edit documents with accuracy and attention to detail
- Manage and maintain professional communications with internal and external stakeholders
- Respond to inquiries and requests in a timely and professional manner.
- Assist with project planning, execution, and follow-up
- Manage deadlines and milestones for assigned projects.
- Gather and manage project-related data and information.
- Coordinate communication and collaboration among project team members.
- Monitor project progress and troubleshoot any issues that arise.
- Prepare and present project reports and updates to the executive
- Conduct market/vendor research and competitive analysis.
- Analyze data and present findings clearly and concisely.
- Assist with managing social media accounts and online presence when applicable.
- Perform other administrative tasks as assigned by the executives.
- Some personal errands on behalf of the executive team will be needed from time to time
Requirements
- 3+ years of experience working as an executive assistant or supporting an executive team required
- Bachelor’s degree preferred
- Ability to commute to the Needham office or meet with executives regularly required
- Proficient in using Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams).
- Strong organizational and time management skills.
- Excellent communication, interpersonal, and writing skills
- Ability to work independently and take initiative.
- Ability to maintain confidentiality and information related to the FHF and its employees. Discretion, confidentiality, and professionalism.
- Ability to adapt to changing priorities and handle multiple tasks simultaneously
- Strong problem-solving and analytical skills.
- Ability to maintain a positive and proactive attitude.
Benefits
- Great Perks – We offer generous salaries, competitive health, and welfare benefits (medical, dental, vision, LTD/STD, Identity theft, paid parental leave and much more)
- paid vacation
- 401(k) match
- tuition reimbursement
- social activities
- monthly lunches
- a robust employee recognition and talent development program to enhance your career with us.
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