Executive Assistant at Beacon Hill Staffing Group
Boston, MA
About the Job
Our client, a prominent private equity firm located in the heart of Boston, is seeking a highly organized and proactive Temporary Executive Assistant to join their dynamic team. This role is an excellent opportunity for someone looking to gain experience in the financial sector.
Key Details:
- Duration: Temporary position for approximately 5 months
- Hours: Full-time, Monday through Friday, from 8:30 AM to 5:30 PM
- Compensation: Up to $40 per hour, based on experience
- Location: Boston, MA
Key Responsibilities and Skills:
- Strong MS Office Proficiency:
- Expert level proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Comfortable creating, editing, and formatting documents, reports, and presentations.
- Skilled in data analysis and organization using Excel functions and pivot tables.
- Experience with creating professional presentations in PowerPoint for internal and client-facing meetings.
- Scheduling and Meeting Planning in Outlook:
- Manage multiple calendars, ensuring timely and efficient scheduling of meetings and appointments.
- Coordinate and arrange internal and external meetings, including securing meeting locations, sending invites, and preparing materials.
- Proactively manage time zones, scheduling conflicts, and last-minute changes to ensure smooth logistics for all participants.
- Utilize Outlook's features for calendar management, task tracking, and email organization.
- Travel Planning:
- Organize domestic and international travel arrangements, including flights, accommodations, and transportation.
- Ensure travel itineraries are clear, up-to-date, and efficiently organized.
- Handle any last-minute changes to travel plans, making adjustments as necessary while minimizing disruptions to schedules.
- Stay within budget parameters and ensure all travel bookings are cost-effective.
- Concur and Expense Reports:
- Manage the preparation and submission of expense reports using Concur or other expense management tools.
- Ensure all receipts, documents, and justifications are accurately submitted and comply with company policies.
- Track and reconcile expenses, ensuring compliance with corporate budget guidelines and procedures.
- Tech-Savvy:
- Quickly adapt to new software and technological tools as needed for office efficiency.
- Comfortable with digital communication platforms, cloud storage systems, and collaborative tools to streamline workflows.
- Assist with troubleshooting basic tech issues related to office tools and applications.
- Comfortable with Slack:
- Utilize Slack for effective communication with teams, both in real-time messaging and managing group channels for ongoing projects.
- Manage notifications and ensure timely responses to messages while keeping workflow organized.
- Help onboard and train new team members on Slack best practices and features.
- Excellent Judgment and a Team Player:
- Display sound judgment in decision-making, particularly under pressure, ensuring the best possible outcome for the team.
- Work collaboratively with cross-functional teams, maintaining professionalism and fostering a positive team environment.
- Act as a liaison between executives, employees, and clients, ensuring smooth communication and issue resolution.
- Capable of Supporting Multiple People at Different Levels:
- Provide high-level administrative support to senior leadership, while also assisting with day-to-day tasks for junior team members.
- Effectively prioritize competing demands from multiple executives or departments to ensure deadlines are met.
- Demonstrate flexibility in adjusting to the varying needs of team members, ensuring that all tasks are handled efficiently and professionally.
- Experience in Professional Services Industry:
- Proven experience working within the professional services industry (e.g., law firms, consulting, finance, etc.), understanding industry-specific workflows, communication standards, and client expectations.
- Comfortable working in a fast-paced environment with multiple deadlines and clients.
- Ability to handle sensitive information with discretion and maintain confidentiality.
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)
Salary
40 - 40 /hour