Executive Administrative Assistant

Posted 02/01/2024 By Jennifer Keane

Job Title: Executive Assistant Location: Boston, MA (Hybrid: 4 days in-office, 1 day remote)

Overview: We are seeking a highly organized and dependable Executive Assistant to support senior executives at our prestigious legal firm in Boston. The ideal candidate will bring a strong sense of stability, discretion, and professionalism to the role. This is a hybrid position, with the expectation of working four days a week in the office and one day remotely.

Responsibilities:

Calendar Management:

  • Schedule and coordinate meetings, appointments, and events for executives.
  • Manage and prioritize daily schedules, ensuring efficiency and optimal use of time.

Communication:

  • Act as a primary point of contact for internal and external communication on behalf of executives.
  • Draft and proofread emails, letters, and other documents.

Travel Arrangements:

  • Coordinate domestic and international travel logistics, including flights, accommodations, and itineraries.
  • Ensure travel plans align with executives' preferences and business requirements.

Meeting Preparation:

  • Prepare and distribute agendas, documents, and materials for meetings.
  • Attend meetings, take accurate minutes, and follow up on action items.

Document Management:

  • Organize and maintain physical and electronic files, ensuring easy retrieval and confidentiality.
  • Assist with document drafting and editing as needed.

Expense Management:

  • Track and reconcile expense reports, ensuring accuracy and compliance with company policies.

Project Coordination:

  • Support executives in managing various projects, including tracking deadlines and milestones.

Remote Work Support:

  • Effectively work remotely one day a week, ensuring seamless communication and task completion.

Confidentiality:

  • Handle sensitive information with the utmost discretion and confidentiality.
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