This role is considered hybrid and will be primarily located in Cambridge, MA.
Overview
The Executive Assistant will provide detailed administrative support to the SVP, Chief Accounting Officer (CAO), Vice President, Global Strategic Sourcing, Vice President, Internal Audit, and Vice President, Global Tax (all four collectively referred to as "the Team"). The ideal candidate will be proactive, highly organized, and detail-oriented, capable of managing various tasks with discretion, efficiency, and professionalism. This role is crucial in allowing the executives to focus on strategic objectives while ensuring smooth administrative operations. The role reports to the Chief Accounting Officer.
Key Responsibilities
1. Executive Support
o Manage the daily schedules of the team, keeping them updated on commitments and responsibilities.
o Arrange and coordinate meetings, including catering, conferences, and travel plans, with detailed itineraries.
o Serve as the first point of contact for internal and external stakeholders, handling inquiries and requests professionally.
o Assist in preparing reports, presentations, and correspondence.
2. Administrative Duties
o Prepare meeting agendas, take minutes, and follow up on actions.
o Maintain confidential files and records for the team.
o Monitor and manage email inboxes, prioritizing responses.
o Coordinate cross-functional projects within finance and accounting departments.
o Ensure smooth office operations for the team’s departments.
3. Travel & Expense Management
o Handle domestic and international travel arrangements, including flights, hotels, and transportation.
o Process expense reports in line with company policies, ensuring timeliness and accuracy.
4. Special Projects
o Collaborate on special initiatives, including project management, research, and strategic planning.
o Support organization of company events, board meetings, and team activities.
o Assist in preparing and executing annual planning and quarterly reviews.
Qualifications
* Bachelor's degree or equivalent experience.
* Minimum of 10 years as an Executive Assistant, preferably supporting C-suite executives.
* Proficiency in Microsoft Office Suite and productivity tools (Zoom, Slack).
* Knowledge of SAP's Ariba Guided Buying and Concur modules is a plus.
* Excellent verbal and written communication skills.
* Strong organizational and multitasking skills with attention to detail.
* Discretion in handling confidential information.
* Experience or familiarity with finance and accounting terminology is advantageous.
* Ability to work under pressure and meet deadlines in a fast-paced environment.
* Proactive attitude with the ability to anticipate team needs.
Key Competencies
* Confidentiality: Maintains discretion and upholds high confidentiality standards.
* Proactivity: Anticipates needs and acts independently.
* Communication: Communicates clearly and effectively, both written and verbal.
* Adaptability: Adjusts to changing priorities and situations.
* Attention to Detail: Ensures accuracy and completeness in all tasks.
* Problem Solving: Demonstrates initiative and creativity in resolving challenges.
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