Entry-Level Executive Coordinator To President And Svp (Quincy)

Feb. 21, 2012

Boston, MA

Confidential

Entry-Level Executive Coordinator to President and SVP (Quincy)

This is an excellent opportunity to join our growing energy firm, located in Quincy. The position we have open right now is for a candidate who likes to be busy and challenged in their position. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This is a newly created position that will provide support to the team. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The ideal candidate is an intelligent, detail oriented self-starter who is a great communicator, and extremely organized. We offer 100% paid benefits from date of hire and an excellent work environment. Our office isn't accessible by T, so candidates would ideally have a car.

The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Job Description:

Help manage e-mail and prioritize inbox

Setting up and maintaining files; typing correspondence, reports and forms

Scheduling appointments, making travel arrangements

Prepare reports and presentations using PowerPoint, internal databases, and external resources

Processing expense reports, managing electronic calendars, and setting up appointments

Maintains expense documentation and may review the monthly general ledger reports for the team

Make meeting arrangements, coordinate unit events and handle a variety of phone requests by researching information and conducting some analysis, and assist in event planning for the office/division

Coordinate hosted events

Arrange travel plans including air, hotel, ground transportation and meal reservations

Process invoices and sponsorships

New Employee set-ups - network access, phone setup, business cards, laptop, cell phone etc.

Team with other administrative assistants to make office life more effective for the executives by providing constant coverage of executive phones and other admin office responsibilities

Provide back up support to the Executive Assistant

Skills and Requirements:

Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks

Works on diverse administrative assignments with competing priorities, requiring strong organization skills

Occasionally works with highly sensitive and confidential information

Comfortable using their initiative, working across teams and functions

Comfortable in a client facing role, with strong inter-personal skills

First --rate proofreader with excellent verbal/written communication skills

May act as a resource to other administrative staff

Education:

Bachelor's Degree preferred