Temporary Executive Assistant

Contemporaries, Inc.; Boston (MA); Hybride; USD 52 000 - 70 000; Plein temps

Résumé du poste

Contemporaries, Inc. in Boston is seeking a temporary Executive Assistant to provide high-level administrative and operational support to the Directors and COO. This role requires discretion, independence, and the ability to manage competing priorities in a dynamic research environment.

The position is a temporary hybrid contract with 4 days onsite in Boston and 1 day remote, lasting at least 4 months. The successful candidate will coordinate complex schedules, communication, and

Qualifications

• Bachelor's degree required.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent written and verbal communication.
• Discretion, professionalism, and sound judgment.
• Ability to work independently and anticipate needs.
• Strong interpersonal skills and cross-level coordination.
• Experience managing multiple projects and deadlines.

Responsabilités

• Executive support: manage complex calendars, meetings, travel, and executive communications.
• Coordinate administration, purchasing, reimbursements, vendor relationships, and daily operations.
• Coordinate cross-functional projects, track timelines, budgets, and action items.
• Support faculty recruitment activities and related documentation.
• Draft announcements and manage internal/external communications.
• Plan organizational events and employee engagement activities.
• Research operational needs and prepare summaries to support leadership decisions.

Connaissances

Executive support

Calendar management

Communication skills

Discretion

Project coordination

Formation

Bachelor's degree

Description du poste

Position Summary

Our client, a Boston-based university, needs a temporary Executive Assistant to provide high-level administrative and operational support to the One of the Directors and Chief Operating Officer (COO). The individual would be serving as a trusted partner to senior leadership. This position manages executive priorities, coordinates complex activities and special projects, and facilitates communication across internal and external stakeholders. The role requires exceptional organizational skills, discretion, independent judgment, and the ability to anticipate needs and manage competing priorities in a dynamic research environment.

This temporary hybrid contract position is expected to last a minimum of 4 months, with 4 days working onsite in Boston, and 1 day working remotely.

Key Responsibilities

• Executive Support: Manage complex calendars, meetings, travel arrangements, correspondence, and executive communications. Anticipate leadership needs, coordinate meeting preparation and follow-up, and handle sensitive information with discretion.
• Administrative & Operational Coordination: Serve as a central liaison between leadership, faculty, staff, university administration, and external stakeholders. Coordinate administrative processes, purchasing, reimbursements, vendor relationships, and day-to-day operational needs.
• Project Management: Independently coordinate special projects and cross-functional initiatives, including workplace improvements, facility-related activities, and operational enhancements. Track deliverables, timelines, budgets, and outstanding action items.
• Faculty Recruitment & Academic Support: Coordinate faculty recruitment activities, including candidate communications, interviews, seminars, visits, and supporting documentation. Facilitate collaboration among leadership, academic departments, and university stakeholders.
• Communications & External Relations: Draft and distribute internal announcements, leadership correspondence, and operational updates. Coordinate visits from distinguished guests, university leadership, scientific collaborators, and other external stakeholders.
• Events & Employee Engagement: Plan and execute organizational events, recognition activities, wellness programming, and employee engagement initiatives. Manage event logistics, vendors, communications, and associated budgets.
• Research & Decision Support: Research operational needs, evaluate proposals, prepare cost comparisons, and develop concise summaries and recommendations to support leadership decision-making.

Core Competencies

• Exceptional organization, prioritization, and attention to detail.
• Bachelor's degree required
• Strong written and verbal communication skills.
• Demonstrated discretion, professionalism, and sound judgment.
• Ability to work independently, anticipate needs, and resolve problems proactively.
• Strong interpersonal skills and ability to coordinate across organizational levels.
• Experience managing multiple projects and competing deadlines in a fast-paced environment.