Executive Assistant Jobs in Massachusetts

Job Title: Senior Executive Assistant Company: John Hancock Location: Boston, MA Description: Responsibilities: Type and produce reports, letters, graphics and other documents and handle routine correspondence as directed.  Assemble information for use in reports and meetings.  Compose letters, memoranda and other documents from dictation, verbal direction or knowledge of Company policy and procedures.  Utilize advanced software/specialized department software to generate reports, brochures, pamphlets, in-house publications, etc.  Maintain complex department databasesSchedule appointments and meetings for department personnel.  Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.  Independently respond to questions and situations which arise during Manager's absence using discretion and judgment based on knowledge of business unit(s) activities.Independently investigate problems as assigned by manager, determining method of research, data requirements and analysis techniques.  Prepare reports and recommendations for management.Set up and maintain filing system for assigned department(s), including confidential data and ensure records are accurate and up-to-date.Handle administrative projects as assigned by management and ensure the accurate and timely completion of tasks.  Projects assigned may include research, correspondence or other work of the department.  Independently gather information, test for reasonableness and analyze data.  Make recommendations regarding change and solutions to issues or problems.Maintain the department operating budget.  Track expenses and invoices and ensure payments are coded to the appropriated account.  Report on monthly variances and research discrepancies.Organize and attend meetings and act as recorder of the proceedings.  Coordinate follow-up actions.Make travel arrangements for department staff and process related expenses reports.  Arrange function room, menus and travel for large and small external meetings in accordance with Company travel policies.Train and assist administrative assistants and other department personnel in the utilization of software packages or Department/Company policies, procedures and administrative systems.Performs other duties such as: space planning (new associates), consulting time tracking, record keeping, phone listings, shared folder update, maintaining office supplies, and invoice and purchasing activity.May supervise other administrative staffMay act as coordinator for large department projectsOther duties as assigned This position will support more then one manager Qualifications: Associate's degree or equivalent5-10 years experienceExcellent problem solving skillsStrong organizational skillsStrong verbal and written communication skillsAbility to gather and consolidate data from various sourcesExcellent design and presentation preparation skillsAbility to set priorities, handle multiple tasks, and meet deadlinesFlexible and adaptable to rapidly changing priorities and the ability to handle confidential informationTyping and proficiency in Windows based computer applications (Microsoft Office) and the operation of office equipmentTyping and proficiency in Microsoft Office applications and the operation of business equipment   JOHN HANCOCK IS AN EQUAL OPPORTUNITY EMPLOYER - AA/F/M/D/V.

Job Title: Executive Assistant Company: BMC HealthNet Plan Location: Boston, MA Description: Executive AssistantTracking Code2010023Job Description Job Description   Provides analytical and specialized administrative support to relieve and assist the Executive Director of the Plan of complex details and advanced administrative/secretarial duties. Requires extensive coordination between departments, Board of Directors, and outside parties including BMC executives, legal, and government officials or representatives.  Works with highly confidential and proprietary data where the impact of error could be severe. A high degree of initiative, analytical skill and judgment is required in preparing reports, resolving problems and developing recommendations. Applies a thorough knowledge of operations, policies, procedures, and technically specialized systems, programs, and projects.  Frequently performs special studies and time-sensitive projects where analytical skills and operational knowledge is required.   Key Functions & Responsibilities:   ·         Performs a broad range of administrative support duties requiring extensive high level internal and external communication. Receives and screens calls, visitors, Email, mail and requests for information and meetings. Exercises judgment in determining priority and follow-up needs for executive planning and decision-making and ensures confidentiality and discretion. ·         Collects and prepares information for use in discussions/meetings of executive staff and outside individuals and coordinates Leadership meetings. Plans, solicits materials, organizes and prepares presentation materials including materials for Board of Director (BOD) meetings. ·         Exercises creativity, initiative and an understanding of the executive communication objective and style, to independently draft materials/data/charts and manipulates systems and applications to develop communications, budgets or displays. Ensures accuracy of data/sources, and researches questions or problems demonstrating a highly developed knowledge of specialty areas and general corporate policies and operations. ·         Applies application skills at an advanced level. Creates complex memorandums, letters, reports, correspondence, analyses, charts, graphs, tables, statistical summaries, timelines or presentations. ·         Organizes, sets up and maintains record-keeping systems to support the Office of the Executive Director.  ·         Independently performs special projects that require a combined knowledge of administrative, operational and organizational issues. Researches, solicits and/or selects appropriate resources to coordinate or synthesize information. Makes high-level contacts of a sensitive nature in and outside the company. ·         Trains and supervises other executive administrative support staff to ensure backup coverage including Board of Director support. ·         Coordinates executive calendar, meetings, schedule, travel, expense reports, and prepares requisite materials.  Consults with Executive Director as needed to solicit information, provide critical updates and to coordinate information and priorities. ·         Exercises tact, discretion, diplomacy and an understanding of technical and organizational issues and impact. Takes initiative to research technical or out of policy questions. Evaluates and refers matters for appropriate handling, and coordinates, compiles and documents relevant data and background information to support executive decision making or problem resolution. Works with highly confidential and time sensitive information ·         Organizes, tracks, updates and maintains files, budgets and operational data. Coordinates meetings, conferences and orders supplies. Applies a seasoned understanding of executive needs to efficiently manage administrative control systems and provides back up support to other executives as time permits. ·         Sets up, operates and maintains basic business equipment such as copiers, printers, faxes, calculators, and multiple line telephones.  Troubleshoots and resolves problems. May support other Chief level positions as needed. Education & Experience:   BA/BS Degree or the equivalent combination of training and experience. Advanced degree is desirable. 5+ years of related executive administrative experience including a minimum of 1+ years of prior board of director coordination/support. Prior private and/or government relations exposure is desirable. Previous office/administrative management preferred. Managed/Healthcare experience preferred. Competencies, Skills, & Attributes:   Advanced application, written and verbal communication, and organizational skills Skill interpreting Corporate and Departmental policies and procedures. Visio and MS Office application skills (Word, Excel, Powerpoint) at the Advanced Level with experience with Charts, Graphs, Pivot Tables, etc. Skill in organizing resources and establishing priorities. Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects under pressure. Demonstrated ability to maintain confidentiality and composure under pressure. Ability to multi-task in a fast-paced environment and adapt to changes as needed. Ability to be resourceful and work independently with minimal supervision. Initiative, creativity and flexibility. Advanced communication/negotiation skills. Ability to communicate at all levels of the organization. Job LocationBoston, MA, US.Position TypeFull-Time/Regular

Job Title: Executive Assistant Medical Staff Office Company: Beverly Hospital Location: Beverly, MA Description: Executive Assistant Medical Staff OfficeDepartment: Medical StaffSchedule: Full timeShift: Day shiftHours: 40 hrs/wk; 8a-4:30p M-FJob Details: * - Bachelors degree is preferred* - Customer Service skills are required* - Experience is required* - Knowledge of Microsoft office software required* Reponsible for providing executive level support to the Senior Vice President of Medical Affairs and administrative support to the Medical Staff Office.Duties include support of the Senior Vice President's daily activities, including communication and interaction with Trustees, Senior Management, Physicians, Hospital staff and external contacts; calendar coordination; project management/logistics and other executive level duties. In addition, the candidate will provide administrative support to the Medical Staff Office including the coordination, attendance and minute taking of departmental meetings, tracking physician meeting attendance, maintaining departmental meeting files and othe duties as assigned by the Manager of Medical Staff Services. Candidates must be proactive, detail-oriented and possess excellent communication skills including the ability to perform complex tasks within short deadlines in a fast-paced office. Candidates must also possess the professional experience to function effectively in a team-oriented support environment.Experience/Education: minimum of 5 years experience preferably in a healthcare setting, bachelors degree preferred. Must possess strong computer skills including Microsoft Office programs including Excel and Powerpoint. Experience with Novell Groupwise and Meditech is preferred. Requires flexibility, independence, excellent customer service skills, superior organizational skills and the ability to "think out of the box". Competitive compensation and benefit package with child care facility on campus and free parking.

Job Title: Executive Assistant Company: Iron Mountain, Inc. Location: Boston, MA Description: Title: Executive Assistant About Iron Mountain Iron Mountain (NYSE:IRM) is the industry leader in information protection and storage services. Since going public in 1996, Iron Mountain has grown from $139M in revenues to a Fortune 1000 company with over $3B in revenues. Forbes magazine has recognized Iron Mountain as one of the "Top 400 Best Big Companies" and FORTUNE Magazine has consistently ranked the Company as one of "America's Most Admired Companies" for diversified outsourcing. In early 2009, Iron Mountain was added to the prestigious S&P 500 Index. The Company offers comprehensive records management, data protection, and information destruction solutions along with the expertise and experience to address complex information challenges such as rising storage costs, litigation, regulatory compliance and disaster recovery. Founded in 1951, Iron Mountain is a trusted partner to more than 120,000 corporate clients throughout North America, Europe, Latin America and the Pacific Rim. For more information, visit www.ironmountain.com. We are currently recruiting for a Executive Assistant. Provide administrative and project support to the Executive Vice President of North America Sales. This position is focused on oral and written communications, calendar management, travel management, graphical presentations and general executive administrative support with an ability to grow through project related work. Essential Functions Meeting/Time Management Manage EVP by getting him to meetings on time and in the right location. Ensure meeting materials are provided prior to each meeting. Heavy calendar management. Schedule and coordinate meetings with other executives, staff, and direct report’s. Act as an extension of EVP via sending emails on his behalf or answering questions both internally and externally, taking notes at meetings, exercising good judgment. Agenda development for Staff Meetings, Quarterly "all hands" sales meetings/calls and other ad hoc meetings and calls. Assist EVP with NASS/Sales and GTM Budget, act as liaison between team and Finance Department regarding budget spending, act as a liaison between the two departments and attend budget meetings. Assist EVP with preparation for OTM and QBR calls/meetings including creation and distribution of materials and coordination of schedules, Organize and prioritize large volumes of information using discretion regarding when to involve others in the decision making process. Have the maturity to handle confidential and time-sensitive information. Answer phone and screen calls. Travel Management Coordinate all travel arrangements including assembling and submitting expense reports in a timely fashion and according to travel and expense guidelines. Project Management Draft, review and/or finalize presentations for accuracy and formatting consistency. Produce, copy and distribute presentations prior to conference/meeting dates. Manage strategic initiatives, track progress and keep intranet site up to date Oversee all Sales content for company intranet, Scout and Sales net. Actively maintain the org charts, organizational hierarchies, quarterly presentations given by EVP of Sales. Draft blog posts on behalf of EVP, Sales on the company blog, Mountain Café. Monitor and respond to comments as appropriate. Requirements KNOWLEDGE, SKILLS, AND ABILITIES Bachelor’s degree required. A minimum of 3-5 years experience providing senior executive support Excellent organizational skills and attention to detail Proven ability to manage projects A strong work ethic and a desire to grow and excel Poise in communicating internally with all levels of the organization and externally with customers and partners, both on the telephone and in person. Ability to exercise good judgment Experience and professional maturity with handling confidential information The selected candidate will have a college degree plus outstanding communication, writing, and editing abilities with a keen eye for detail; superb organizational and Microsoft skills, including Outlook, Word, Excel, PowerPoint and is comfortable navigating the Internet. Must be an energetic and flexible person who can bring a high degree of commitment and a "can do" attitude to the team. Professional phone manner, excellent verbal and written communication skills, good judgment, strong organizational and "follow-up" skills and the ability to work independently. Proficiency with MS Office products – Outlook, Word, PowerPoint, Excel, specifically those components that are database and spreadsheet driven, PowerPoint presentations and web tools. Project management skills Experience using the Internet for business information and communications. Ability to help with the implementation of new processes as required to improve department efficiency and effectiveness. Review/track monthly expenditure receipts, statements, and invoices and initiate payment and/or appropriate paperwork as required Must be self-directed and work independently toward objectives with a sense of urgency Must possess a strong desire to be part of creating a world-class Sales Team. As this function will be in communication with external clients and individuals throughout the organization they will be responsible for representing Iron Mountain in a professional and courteous manner. The ideal applicant will have current exp. in Executive Assistance. At this time we are considering only local candidates who are able to work without employer sponsorship. No agencies or phone calls, please. Only those candidates whose experience best meets our requirements will be contacted. Iron Mountain is an Equal Opportunity Employer.

Job Title: Challenging Executive Assistant position to Intl Consulting Firm - 65K Company: Location: Boston, MA Description: Our Client is hiring for a challenging/dynamic Executive Assistant role supporting Sr. Partner in a well respected Consulting Firm in Boston! The ideal candidate should be a self-starter who can think strategically when completing projects. 55-65+ QUALIFICATIONS: ? Organizational efficiency, accuracy, and ability to multitask critical thinking and problem solving ? Ability to be proactive and anticipate needs ? Excellent communication skills: written and verbal ? Proficiency in Microsoft Word, Excel, Outlook and ability to learn new software. ? Accurate and timely completion of correspondence, travel scheduling, and calendar updates positive working relationship with many different personality types ? Confidentiality and integrity in all areas of performance ? Clear understanding of projects as well as the clients and consultants working on each project ? Professional demeanor: punctuality, reliability and plan/request time off in advance RESPONSIBILITIES: ? Specific responsibilities include scheduling meetings, arranging complex and detailed travel plans and itineraries, and managing high-level interaction with senior executives and prestigious clients. ? This position requires the candidate to be detail oriented, highly organized and possess excellent presentation, customer service and interpersonal skills. REQUIREMENTS: ? Minimum 5 years of administrative experience. Prefer senior level support ? Proven ability to exercise diplomacy and discretion ? Demonstrated knowledge of administrative practices ? Intermediate skill level within MS Word, Excel and PowerPoint ? Demonstrated communication, interpersonal and organizational skills as well as strong attention to detail Qualified candidates please reply with your resume in Microsoft Word format to the address above and I will contact you for an initial phone interview. Thanks!

Job Title: Executive Assistant to $65k ? Investments!! Company: Location: Boston, MA Description: Incredible chance for an experienced and outgoing Executive Assistant to join one of the most successful investment firms in the country! In this versatile EA role, you will participate in various projects and activities in support of a key executive, and you will gain exposure to a wide variety of functions. You will be responsible for the logistical planning and organization of all complex travel, special events and conferences; creating a detailed itinerary; representing the executive when he is out of the office and providing quality follow-up on all requests; and you will handle a number of project-oriented administrative responsibilities as they arise. The qualified Executive Assistant must have a minimum of 3-5 years of solid work experience; superior skill using the Microsoft Office suite, particularly Outlook; must be comfortable arranging corporate domestic and international travel plans; and must be flexible to switch gears quickly and efficiently, while handling multiple, concurrent tasks. This firm offers unparalleled benefits and a highly competitive salary!! Interested and qualified candidates, please submit resumes, with reference to job code: A37146, to Register to View Beacon Hill Staffing Group is an EEO Employer. 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 provide direct hire, executive search, temporary staffing, contract consulting and temp/contract-to-hire solutions 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 Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, and Beacon Hill Technologies by visiting www.beaconhillsg.com. We look forward to working with you.

Job Title: Executive Assistant to $65k – Support Managing Director! Company: Beacon Hill Staffing Group Location: Boston, MA Description: Bright, motivated and polished Executive Assistant needed for a premier investment firm!!  In this role, you will manage administrative responsibilities for a Managing Director including managing Outlook calendar scheduling; arranging travel logistics; preparing expense reports; and you will participate in the planning and coordination of corporate events.  Additionally, you will assist in the creation of reports, correspondence and presentations; update internal and external contact lists; and act as a liaison between the Director and other professionals.  The qualified Executive Assistant must exhibit professionalism and poise at all times; superior interpersonal and client service skills; should have 3-4 years of relevant work experience; must demonstrate strong skill using all Microsoft Office products; and you must be comfortable and efficient working independently, as well as collaboratively with a team.  A Bachelor’s degree is strongly preferred.  The ideal candidate will be outgoing, creative, will have exceptional communication skills, and will be willing to take ownership and grow within this versatile role!  Beacon Hill Staffing Group is an EEO Employer.  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 provide direct hire, executive search, temporary staffing, contract consulting and temp/contract-to-hire solutions 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 Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, and Beacon Hill Technologies by visiting www.beaconhillsg.com. We look forward to working with you.

Job Title: Executive Assistant Company: Organogenesis, Inc. Location: Canton, MA Description: JOB SUMMARY:  Position reports to CEO and SVP/CFO/COO.  He/she must be able to organize and coordinate multiple activities, including the preparation of schedules, travel, agendas, meeting minutes and actions and ensure related information is disseminated appropriately.  Day to day responsibilities may also include planning and organizing events and following up on action items. KEY RESPONSIBILITIES:• Plan, coordinate, review and organize calendar appointments, meetings, and business trips• Provide support services to CEO/COO in including telephone interception; diary and travel arrangements; preparation of letters and reports; planning for meetings and services• Order in inventory and stock office supplies.  Act as a point of contact for all vendors• Keep abreast of corporate planning issues and attend meetings of the management team• Compile and manage daily priority file and review key issues, action items, pending deadlines, briefing notes, reading materials and meeting preparations• Organize and maintain files, records, and assist with the preparation of all required reports, minutes and action items as needed• Coordinate travel activities and meetings • Develop and refine administrative procedures using technology to streamline• Undertake research and write up reports as required. Prepare initial draft papers on corporate issues• Analyze data/statistics from a number of sources and prepare summary reports• Liaise with the Management Team and interface with relevant administration staff to ensure logistical arrangements are in place as neededEXPERIENCE:• Minimum of 5 years of Executive level experience• Strong Customer Service skills• Technologically literate and confident with office technology and software• Familiarity with Financial Reports/Topics (Technical knowledge of Finance not critical)• Advanced proficiency in Word, Excel, Outlook and PowerPoint• Expertise managing calendars and event scheduling• Highly organized, ability to manage multiple tasks and prioritizing schedules• Excellent time management/scheduling skills, competent at managing competing deadlines• Strong written and oral communication skills• Good attention to detail with ability to edit documents• Diplomatic and professional, and able to interact on all levels• Self motivated and directed• Great problem solving ability, and ability to handle confidential information  appropriately

Job Title: Executive Assistant I Company: Liberty Mutual Insurance Company Location: Boston, MA Description: Launch Your Career at Liberty Mutual - A Fortune 100 Company!Liberty Mutual is looking for an enthusiastic person with a strong background inExecutive Administrativework.Responsibilities:In thisExecutive Administrative Assistantrole you will:Support a senior manager (and other managers as assigned)by performing administrative dutiesArrange for, schedule, and prepare meetings and interviewsStudy reports and compare to previous reports. Provide feedback to senior management any significant changes, errors, or omissionsSet up and maintain files and keep correspondence and reports available for referenceSupport Human Resources related projects, working with the Talent and Development team

Job Title: Office Manager/Executive Assistant Company: Kennison & Associates Location: Boston, MA Description: A prestigious Financial Services firm is seeking an Office Manager/Executive Assistant to support their office. As the Office Manager/Executive Assistant you will be responsible for wearing 2 hats around the office. As the Office Manager you will supervise staff, review quarterly goals, hire/fire staff, manage travel and monthly travel invoices, establish vendor relationships, and coordinate events. As the Executive Assistant you will monitor phones, do calendar management, coordinate travel arrangements, prepare expense reports, and organize budget meetings. Some responsibilities will overlap in each role. The right candidate will be a hardworking team player who will work well in a fast paced environment. 15+ years of Office Management or Executive Assistant experience supporting high level execs is required for this role. It is preferred that you have experience working with venture capitalists or financial firms. Don’t miss out on this great opportunity, apply today!  Please note:-          If you do not currently reside in the area, please indicate when you will be living in the area permanently.  These are immediate openings.-          If possible, resumes should be emailed as a Microsoft Word attachment.-          Our client companies pay all placement fees.  Candidates do not pay a fee for service.