Executive Assistant

sgs-job-5857

Engineering
 Massachusetts
Executive Assistant
Calendar Management
Meetings

Contract - 1 Month

Location - Boston, MA We are seeking a highly organized, proactive, and collaborative Executive Assistant to join our team at Boston, MA. This role plays a critical part in enabling leadership effectiveness, ensuring seamless operations across global teams, and driving alignment across strategic AI initiatives. You will work in a fast-paced, highly visible environment, partnering with stakeholders across geographies and functions while maintaining a strong focus on confidentiality and professionalism.

Job Responsibilities:

  • Provide high level administrative support for top executives, VP, US Energy Management and C-Level Marketing (primary), VP, Industrial Marketing (secondary), and VP, Marketing Secure Power & US Services (secondary) and requiring discretion, confidentiality, broad and comprehensive experience, communication, skill, and knowledge of the organization polices.
  • Gather, compile, verify, and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases.
  • Facilitate smooth communications between the executives and direct reports/coworkers and between the executive and external parties such as media, customers, and the public.
  • Action and reply to emails of supported staff’s inboxes, schedule their appointments accordingly, and answer or redirect inquiries from internal or external sources.
  • Advise, support, assist, coordinate, and collaborate on special projects which are highly complex, and involve creation and oversight of multifaceted teams.
  • Work with team members, Finance, and Procurement to collect, document, and process invoices for memberships in associations, sponsorships, and other expenditures.
  • Work with Compliance and Procurement to onboard consultants into the system, complete relevant compliance forms, and process invoices on time.
  • Work closely with Finance and various members of the team to continuously update SVP’s budget/excel document to reflect processed invoices or expenditures.
  • Handles details of a highly confidential and critical nature.
  • Works closely with the necessary colleagues to ensure efficiency and effectiveness of our executives, executing key processes, workflows, and policies.
  • Support the executive and senior leaders in managing and resolving operational issues.
  • Attend, organize and provide onsite support and coordination for both internal and external meetings and conferences for executives and their teams. Distribute minutes and follow-up on actions/requests from meetings.
  • Monitor and action approvals across multiple groups, while working closely with senior leadership on any impending deadlines.
  • Plan, prioritize, and manage the multiple tasks that have been assigned to him/her before their deadlines.
  • Answers telephone calls, makes travel arrangements, coordinates meetings, and processes expense reports.

Skills:

  • Excellent verbal and written communication skills
  • Strong organizational skills including, but not limited to, the ability to handle multiple demands and assignments and the ability to prioritize tasks effectively and efficiently.
  • Strong attention to detail - takes thorough notes, catches typos, reads between the lines and quickly pick up on little things to help the organization run efficiently and smoothly.
  • Ability to exercise independent judgment and a high degree of initiative in resolving problems and developing recommendations.
  • Knows how to leverage resources and delegates effectively
  • Displays a positive, flexible and team first attitude
  • Continuously seeks ways to enhance contribution to those they support, and other individuals needed to ensure executives’ success.
  • Exercises considerable discretion and can analyze complex information requests and determining complex trends
  • Demonstrates a commitment to acquiring new capabilities.
  • Demonstrates a commitment to supporting a team mentality, courtesy and professionalism, and supporting team morale.

Education/Experience:

  • Excellent verbal and written communication skills
  • Expert ability using Microsoft Office programs including, but not limited to Outlook, Teams, Word, Excel, and PowerPoint and potentially Microsoft Project

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