Executive Assistant

Spectraforce Technologies; Boston (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Spectraforce Technologies seeks an experienced Executive Assistant to the CEO in Boston, onsite only. The role provides high-level administrative support to the CEO and senior leaders, drafts correspondence, prepares presentations and reports, and manages meetings and travel logistics.

You will coordinate research tasks, track grants-related activities where relevant, and ensure efficient office operations with exceptional organization and communication skills.

Qualifications

• Bachelor’s degree required or equivalent experience in related field.
• 3–5 years in progressively responsible office administration roles.
• Proficient with MS Office and strong written and verbal communication.

Responsibilities

• Provide high-level administrative support to the System CEO and senior leaders.
• Draft correspondence, prepare presentations, reports, and minutes.
• Manage calendar, schedule meetings, book travel, and process reimbursements.
• Assist with research tasks and coordinate internal communications.

Skills

MS Teams

Executive support

Calendar management

Communication

Multitasking

Education

Bachelor's Degree

Tools

Microsoft Word

Excel

PowerPoint

Access

Job description

Overview

Executive Assistant to the CEO Mid-Level, Boston, MA 02188. Fully onsite.

Must Have

Must be able to work on site 5 days a week. This is not a remote or hybrid position.

Must be well versed using MS Teams.

Looking for someone who has already been an executive assistant before, ideally for a CEO.

Job Description

Provides highly skilled administrative support to the System CEO and/or other senior leaders. General administrative support includes drafting correspondence, preparing presentations, reports, press releases, managing organizational contacts, attending meetings, preparing and distributing minutes; sorting mail and ordering supplies. Assists with research grant application, tracking grant reporting and performing web research on federal research funding trends. Identifies articles and opportunities of interest to the department by reviewing websites and printed media. Acts as the first point of contact for the Office and triages calls from other departments, donors, the media, other scientists, politicians, advocacy partners and sometimes opposition groups. Schedules meetings, makes travel arrangements and processes travel reimbursements in a timely manner.

Education

Bachelor's Degree in related field is required or a combination of additional experience and training will be considered.

Experience

Three to five years of experience in progressively more responsible positions in office administration with a high proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).

1-2 years professional work experience with project management, data management, policy research, non-profit fundraising, or related experience highly preferred.

• Excellent communication skills and diplomacy to interact and communicate effectively with external contacts and hospital staff.
• Must be exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
• Excellent written and verbal communication skills.
• Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
• High proficiency using Microsoft Office applications (Word, Excel, Access, and PowerPoint).