Executive Assistant (to the President & COO) in Newton, MA at Northland

Date Posted: 4/9/2021

Job Snapshot

Job Description

The Executive Assistant will be responsible for delivering a high level of support to the President & COO and members of the Legal Department, facilitating the efficient operation of the department by providing comprehensive office management support.  Serves as liaison between employees and visitors as needed.  This position is based at our headquarters in Newton, MA.

Essential Functions

The following list of essential job functions is not exhaustive and may be supplemented or modified, as necessary.

  • Performs office tasks including answering phones, responding to inquiries, taking messages, maintaining records, and ordering supplies as needed.
  • Manages calendars including scheduling in person and virtual meetings, preparing meeting materials and arranging audio/video equipment as needed.
  • Performs clerical and administrative tasks including drafting outgoing correspondence and reviewing incoming correspondence taking action as needed.
  • Serves as first point of contact welcoming employees and visitors.
  • Responds to and resolves administrative inquiries.
  • Arranges corporate travel, meetings, lunches, and other events.
  • Receives and processes assigned expense reports and invoices.
  • Provides backup to Reception and other Executive Assistants on an as needed basis.
  • Coordinates and schedules personal events for President & COO and General Counsel.
  • Performs other tasks and projects as assigned.

Job Requirements

Qualifications and Requirements

An Associate’s degree plus at least five years’ experience in an Executive Assistant role is preferred, or an equivalent combination of education and experience.

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

  • Advanced competency with computer, peripherals and variety of software and applications including the Microsoft Office suite of products particularly Word, Outlook, Excel, Teams, and PowerPoint, with the ability to learn new or updated software and applications.
  • Excellent interpersonal skills with the ability to interact and work effectively with employees, visitors and vendors with poise and diplomacy, and a high level of confidentiality and discretion.
  • Ability to project a positive and professional image on behalf of the company.
  • Strong written and verbal communication skills including the ability to create and format documents and presentations.
  • Excellent organization skills with strong attention to detail using advanced proofreading skills.
  • Ability to adapt to changes in the work environment, prioritizing and managing competing priorities to meet deadlines.
  • Ability to take direction and exercise sound judgment when making decisions.