Executive Assistant

Job Description

Job Description

A busy company President is seeking a polished and experienced Executive Assistant.

This is an office-based role in Boston, MA.

Responsibilities :

• Act as the point of contact between the President, other executives and internal / external stakeholders.
• Manage calendars and scheduling, arrange meetings and appointments, and provide reminders.
• Answer calls, take messages, routing correspondence, and prepare communications.
• Produce accurate and high-quality reports, agendas, spreadsheets, notes, presentations, charts, briefs, and other documents.
• Arrange business travel (domestic and international), car and hotel bookings using varying third-party websites + being compliant with company policies and costs.
• Process and submit monthly expense reports.
• Manage contacts lists for employees, clients, vendors, and visitors and thoughtfully capture important details.
• Coding secure files and records.
• Develop and maintain an efficient documentation and filing system.
• Assist in general office upkeep, facility needs, coordinating technical support, mail management and reception coverage.
• Assist with special projects as directed.
• Work alongside HR team to plan and coordinate all staff training and social events. Track costs.
• Document processes and procedures.
• Offer back up support to the administrative support team as requested.

Qualifications :

• Bachelor’s Degree strongly preferred, or secretarial certificate and significant related work experience.
• 6+ years of proven experience as an Executive Assistant to a CEO, President or C-Suite Executive.
• Polished professional, approachable, with the utmost discretion
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office 365 and Adobe Acrobat
• Fluent in English with strong written and verbal communication skills
• Exemplary planning and time management skills; able to multitask and prioritize
• High EQ, positive attitude, highly motivated, self-directed with minimal supervision.
• Up to date with advancements in office technology and applications
• Strong problem-solving skills.
• Extremely detail oriented.
• Tech savvy. Adept at learning new technology interfaces and software.
• Willingness to support team initiatives.
• Adapts easily to new and varying situations.
• Flexibility to work overtime.

Schedule :

Generally, Monday to Friday, business hours with flexibility to work extended hours and weekends as requested.

Compensation :

Base compensation of $ 110,000 - $120,00 offered, depending on experience.

This role offers excellent benefits including an annual discretionary bonus, health / dental / vision, 401(k) with match, PTO, paid holidays, and more.

To Apply :

To apply, please submit your cover letter and resume at www.mahlermatch.com for consideration; if already on our job board, click Apply Now.

Qualified applicants will be contacted for immediate interviews.

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Our Story :

Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices.

We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.

Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration.

We would like to emphasize that there are no fees associated with the application process for applicants.