Overview
The Executive Assistant provides administrative assistance to Advocates CEO and Board of Directors, while relieving management of complex details and advanced administrative duties. Work is of a highly confidential nature requiring a broad understanding of company policies and practices and discretion with respect to internal personnel information, to company proprietary information and to external customer information. Contacts are with the executive team, internal personnel at all levels and with high-level customers, requiring diplomacy, accuracy, judgment and discretion.
This role is hybrid, requires occassional after hours meetings and is based out of Framingham.
Minimum Education Required
Associate's Degree
Responsibilities
Coordinates administrative activities and duties related to the executive staff; continuously reviews and updates status of various departmental activities. Attends, takes minutes and distributes minutes of departmental meetings and others as necessary.
Organizes and manages complex records, proposals, measurements of progress, and information. Design systems in Excel for tracking information on budgets, expenses and supply up-to-date information as needed. Graphs or charts information for presentations.
Creates and maintains business correspondence, business plans, charts, graphs, policies and procedures. Interprets, analyzes and reviews for logic and accuracy. Writes and designs elaborate PowerPoint slide presentations for internal and external meetings.
Provides administrative support including complex strategic financial and business matters such as presentations, drafting and document control of business contracts, strategic proposals and financial presentations.
Handles voicemail and e-mail forwarded from direct managers. Uses judgment and discretion to act upon all issues that can be handled without additional input from direct managers. Reads and routes incoming mail. Treats all means of communication with confidentiality.
Coordinates appointments and staff meetings; and coordinates professional meetings as needed. Serves as point of contact for meeting communications and for assuring the appropriate people participate.
Coordinate and manage projects and conferences as assigned; to include, arranging facilities, monitoring budgets, organizing presenters, and managing event registration.
Interface with various consultants and suppliers.
Refers matters to appropriate parties at all levels of the organization for action and follow-up to ensure proper disposition.
Attends and actively participates in supervision and staff meetings.
Ensures that individuals we support are treated with dignity and respect in accordance with Advocates’ Human Rights Policy.
Perform all duties in accordance with agency policies and procedures.
Qualifications
AA/AS Degree with five years experience as an executive assistant.
Must have knowledge of Microsoft Office, Outlook and Microsoft Project.
Must be able to perform each essential duty satisfactorily.
Must possess superior written and communication skills.
High energy level, superior interpersonal skills and ability to function in a team atmosphere.
Must have the ability to work extended hours as needed without much advance notice.
Strong organizational skills
Ability to prioritize work, handle details accurately and follow-up with minimal supervision.
Ability to handle periodically heavy workloads under strict deadlines.
Ability to maintain strict confidentiality of information handled.
Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.
