Executive Assistant

ALTEN; Boston (MA); On-site; USD 62,400; Full time

Job summary

A leading IT services firm is seeking an Executive Assistant to provide comprehensive support to executives in Boston. This full-time position involves managing calendars, organizing meetings, and ensuring effective communication both internally and externally. The ideal candidate has a Bachelor's degree and 3-5 years of relevant experience in a similar role. Strong organizational skills and proficiency in MS Office are required. The role includes a mix of administrative support and project assistance, contributing to the executive's overall effectiveness.

Qualifications

• 3-5 years of experience preferred.
• Ability to anticipate needs and offer solutions.
• High level of discretion and organizational skills.

Responsibilities

• Manage executive calendars and screening calls.
• Prepare complex documents, reports, and presentations.
• Maintain office filing and retrieval systems.

Skills

Calendar management

Visitor engagement

Event management

Experience in academia

Concur

Education

Bachelor’s degree

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Position

Executive Assistant

Location

100% onsite, 815 Columbus Ave, Boston MA 02115

Bill Rate

$42/hr (pay rate $30/hr)

Duration

6 months with potential for extension or conversion—Temp to perm for the right candidate

Work Schedule

40 hours per week

Key Skills

• Very heavy on calendar management
• Visitor engagement
• Event management
• Experience in academia (faculty engagement)
• Concur, submitting travel documents (working closely with finance)

Interview Process

2 rounds of interviews.

Experience

3-5 years preferred.

Education

Bachelor’s degree required.

Job Summary

The Executive Assistant provides a broad variety of activities that facilitate an executive’s, or multiple executives’, ability to effectively lead the organization, including managing calendars, screening calls, scheduling meetings, preparing agendas, and organizing business travel; producing complex documents, reports, and presentations; supporting complex projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive or executives, including those of a highly confidential or critical nature. The Executive Assistant will prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect an executive’s style and our policy.

Minimum Qualifications

• Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
• High level of discretion, organizational skills, attention to detail, diplomacy, customer service with ability to handle complex calendars and overlapping schedules.
• Understanding of the organization’s mission and people.
• Proficiency with MS Office products, including Word, Excel, PowerPoint, and Outlook.
• Willingness to take initiative and get work done through others.
• Typically acquired through an Associate’s degree or equivalent plus at least two to four years of relevant experience.
• Prior experience managing an office and supporting high‑level executives is preferred.

Key Responsibilities & Accountabilities

1. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to an executive or executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect an executive’s style and University policy. Manage executive(s) calendar(s), screening calls, scheduling meetings, and organizing business travel both domestically and internationally. Manage the large demands for an executive’s time by anticipating and resolving potential conflicts. (40%)

2. Complete a broad variety of tasks that facilitate the executive’s effectiveness. Assist with special projects, design and produce complex documents, reports, and presentations, collect and prepare information for meetings with staff and external parties, and compose and prepare correspondence. Prepare agendas and meeting notes in a timely manner. Act as the administrative point of contact between the executive and internal and external clients. (25%)

3. Maintain office filing and retrieval systems, record meeting discussions, maintain office supplies, place orders as required, and ensure office equipment is in proper working order. Evaluate and assist in developing office policies and procedures to improve workflow and anticipate future needs as the organization evolves. (20%)

4. Act as an onboarding resource for new leaders, helping them read and understand the organizational culture, guiding them through personalities, and serving as a sounding board and confidant. (15%)

Financial Measures

Process Concur reports, averaging $10,000 per month.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Other

Industry

IT Services and IT Consulting