Executive Assistant (Full Time / OnSite)

Posted 4 months ago

 Position: Executive Assistant 

Location: Boston, MA 

Position Overview: 

Our client is seeking a professional Executive Assistant to provide administrative support to our Healthcare Investment team. This individual will be an integral part of the Healthcare team. The ideal candidate will be a motivated self-starter who is high-energy, goal-oriented and results-driven, has a high level of integrity, and thrives in a fast-paced work environment. 

Responsibilities include: 

The responsibilities of an Executive Assistant are those articulated by those you support, including without limitation: 

• Represent Executives in a highly professional manner 

• Maintain a high level of confidence by protecting confidential information 

• Greet and host executive visitors to the office 

• Coordinate all travel arrangements to companies, portfolio companies, tradeshows and conventions, as well as coordinate broker visits 

• Must understand travel preferences; provide itineraries and organize travel packets; assist with airline check in; coordinate coverage for those you support if you are out and let your group/travel agent know who will be covering 

• Proactive calendar management to identify and resolve conflicts; perform calendar management by planning and scheduling meetings; conferences; travel; maintain contacts enter time-off in the Human Resources database; and coordinate equipment, technology support, meals and other logistics as needed 

• Complete expense management through creating American Express & Cash expense reports in Concur System on a monthly basis; collecting and organizing receipts and monitoring all travel costs and expenses 

• Perform general office duties, including but not limited to answering phones for those you support and others in your area; screening and announcing all calls; welcoming guests in a professional manner and escorting them to the appropriate conference room. 

• Complete various document management through copying, e-mailing, faxing, filing, mailing, and overnight/shipping as required; printing and collating IC decks and banker books; drafting and editing correspondence, communications, presentations and other documents; sorting incoming mail; and maintaining all paper and electronic files 

• Prepare PowerPoint presentations; format and/or prepare Excel spreadsheets 

• Off-hours assistance and ad hoc projects as needed 

Job Qualifications: 

• Pro-active mindset and an eagerness to learn 

• Excellent verbal and written communication skills and the ability to communicate clearly and efficiently 

• Strong organizational skills and attention to detail 

• Positive service mentality with the central goal being to identify ways to make lives easier and more efficient 

• As one of the first faces/voices a person encounters with the Healthcare Investment team, the Executive Assistant must maintain a professional attitude, appearance and demeanor at all times 

• Ability to prioritize multiple tasks in a dynamic, deadline-driven environment 

• Experience booking private air travel a plus 

• Work co-operatively with others to deliver business results 

• Demonstrate a high degree of initiative, commitment and drive 

• Identify and assess problems/issues and use sound judgment to develop solutions 

• Take ownership and use creativity to accomplish assigned tasks 

• Strong computer skills (MS Word, Excel, PowerPoint, Outlook), experience with Concur a plus 

• Prior experience in a corporate setting desired 

Compensation and Benefits: 

• A highly competitive package that includes a base salary plus annual performance bonus. 

• Company currently pays 100% of medical, dental, disability and life insurance coverage. 

• Company currently contributes 15% of compensation to employee-directed retirement account. 

• Professional environment.