Temporary Executive Assistant

Manning Personnel Group, Inc.; Hamilton (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Manning Personnel Group, Inc. is seeking an organized Executive Assistant to support senior leaders just north of Boston. You will manage calendars, arrange travel, prepare reports, and handle confidential information with discretion.

The role emphasizes building relationships with stakeholders, clear written and verbal communication, and the ability to juggle multiple priorities in a fast-paced environment. This is a temporary position with potential for extension.

Qualifications

• 5-7+ years supporting executives in a high-growth, fast-paced environment.
• Exceptional technical and computer skills, including MS Office Suite.
• Ability to meet deadlines, prioritize assignments, and juggle multiple tasks.
• Discretion with confidential information and sensitive data.

Responsibilities

• Manage multiple executives’ calendars, meetings, and schedules, resolving scheduling conflicts and prioritizing issues.
• Coordinate domestic and international travel arrangements for team members as needed.
• Complete expense reports and credit card reconciliation.
• Manage mail, invoices, and confidentiality/consulting agreements.
• Coordinate logistics of special events and team activities.
• Communicate with internal and external stakeholders with professionalism and speed.
• Prepare and proof correspondence and maintain files.
• Review documents for executive signatures for format and accuracy.
• Proactively solve problems and understand company policies.

Skills

Calendar management

Executive support

MS Office proficiency

Communication

Tools

MS Office Suite

Job description

A successful health and life sciences company north of Boston is looking for an organized, proactive Executive Assistant to join their team. They are seeking a professional that will build relationships with key stakeholders, exercise good judgment in a variety of situations, and maintain a realistic balance among multiple priorities. The ideal candidate has strong written and verbal communication skills as well as excellent administrative, organizational, and technology skills.

***This role will begin on a temporary basis.***

Responsibilities

• Manage multiple executives’ calendars, meetings, and schedules, resolving scheduling conflicts as they arise and prioritizing issues to ensure effective time management. Communicate agendas and respond to calendar changes as needed
• Coordinate detailed domestic and international travel arrangements for team members including air, hotel, car, etc. as business needs dictate
• Complete expense reports and credit card reconciliation
• Manage mail, invoices, opening purchase orders, and execution of confidentiality agreements and consulting agreements
• Coordinate logistics of special events including team meetings, conferences, seminars, workshops, off-site meetings, special projects, and department outings/team building events
• Communicate with internal and external stakeholders with professionalism, accuracy, and speed
• Facilitate communication from team members by soliciting information from the team, providing critical updates, anticipating questions, and organizing priorities
• Prepare and proof correspondence including letters, memos, documents, and reports as required and maintain up-to-date paper and electronic files
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, and spelling
• Take initiative to problem solve and troubleshoot issues
• Apply a thorough knowledge of company operations and policies and procedures on a daily basis

Requirements

• 5-7+ years supporting executives in a high-growth, fast-paced environment
• Exceptional technical and computer skills, including MS Office Suite (PowerPoint, Word, Outlook, Excel)
• Competence in performing administrative duties with no direction (i.e. typing, coordinating calendar availability, emailing, copying, preparing presentation slides, preparing agendas, scheduling travel arrangements)
• Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously in a dynamic, fast-paced environment
• A solutions-oriented team player with a customer service mentality
• Impeccable organizational skills in additional to top-tier verbal and written communication skills
• Strong attention to detail in everything that you do
• Ability to handle sensitive information with confidentiality and utmost integrity
• Ability to quickly pick up on various IT systems and various reporting tools
• Comfort collaborating with all levels of employees and strong conflict management skills

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.