Executive Assistant at Beacon Hill Staffing Group
Boston, MA
About the Job
Our client, a middle-market private equity firm located in Boston is seeking a temporary Executive Assistant to join their team. This position entails duties such as complex calendar management, handling needs regarding meetings and events, managing travel arrangements and submitting expense reports. This position is compensating up to $40 an hour depending on experience and will be from 8:30am to 5:30pm Monday to Friday. This role is hybrid in nature, requiring 4 days in the office and 1 day out. This position is needed for approximately the next 3 months, with potential to extend.
Responsibilities:
- Complex scheduling, strategic calendar planning, and sophisticated calendar management
- Anticipate and respond to needs relative to upcoming meetings and events; help to coordinate and ensure adequate resources are available.
- Complicated, multi-destination travel arrangements: Analyze and select travel options to minimize travel time in conjunction with the corporate travel agent. Prepare air and ground transportation, accommodations, and itineraries.
- Actively track business development opportunities and enter contact information into DealCloud.
- Prepare and submit monthly expense reports
- Work in tandem with two other EAs
- Participate in rotational and ad hoc coverage and support of general office tasks (covering reception desk, answering the main phone line, coordinating catering for events, arranging ground transportation and/or other travel, assisting with materials and logistics for events and meetings, etc.).
- Build and maintain strong relationships with internal team members, as well as external constituents (personal networks, professional organizations, etc.).
- For team, serve as primary liaison by managing all incoming calls, voicemails, and correspondence with a high degree of professionalism, formality, and discretion. Sort, categorize, redirect, and respond independently when possible. Provide information in response to requests. Exercise judgment when filtering inquiries.
- Document editing, printing, scanning, copying, downloading, binding, etc. Excel, Word and PowerPoint documents and presentations.
- Personal tasks such as errands, setting up appointments, etc
Requirements:
- Extraordinarily high attention to detail; ability to produce highly accurate documents and work products; takes great pride in work; enjoys administrative challenges of supporting a busy team.
- Extremely well organized; ability to track and manage work and prioritize tasks without guidance; ability to balance competing requests in a smart and timely fashion.
- Highly proactive; a planner who thinks several steps ahead; strong ability to anticipate and execute tasks before being asked.
- Flexibility to accommodate last-minute changes and requests.
- Ability to work effectively and independently with little or no supervision, and to support executive remotely.
- Highly proficient computer skills and high degree of accuracy with Microsoft Suite (Word, Excel,PowerPoint, Outlook), and willingness to learn new technologies.
- Superior interpersonal skills and excellent judgment; ability to gather, synthesize and distribute information as appropriate; ability to build relationships at all levels of the organization.
- Ability to maintain high degree of professionalism and discretion in all activities, particularly when handling sensitive and confidential information; diplomatic style with positive, friendly manner; ability to maintain performance in high-pressure situations.
- Practical, "roll up your sleeves" team player work style and positive "can do" attitude
Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/
Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile:
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.
Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.
Benefits Information:
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.
We look forward to working with you.
Beacon Hill. Employing the Future (TM)