| This is a 3-5 month temporary assignment. Position is on-site in our Hingham Corporate Office. The Temporary Executive Assistant will provide diverse and advanced administrative support to several EVP/SVPs to assure the smooth, efficient and professional operation of the office. Utilize thorough knowledge of the business and organization to assist EVP/SVPs by relieving him/her of complex details and advanced administrative duties. Prioritize and accomplish duties independently. Handle confidential and difficult situations effectively. Provide assistance to other SVPs, VPs and Directors, as necessary. Perform office management responsibilities. Provide significant reporting support to the EVP/SVPs which involves the design, development, analysis and maintenance of confidential information. About the Position:
| · Provide accurate and timely administrative support to the EVP/SVPs on a wide variety of business issues. Prepare advanced correspondence and reports for internal and external audiences. Prepare material in final form from rough and involved drafts, which may combine materials from several sources. Plans layout of complex reports. |
| · Manage EVP/SVPs schedules. Coordinate and schedule daily activities. Prepare and secure necessary information to support meetings, projects, requests. Create various reports for use in Staff Meetings, Executive Committee Meetings, etc. Coordinate meetings by preparing and distributing materials, handling logistics, etc. |
| · Manage office in EVP/SVPs’s absence. Assure smooth operation of office in his/her absence, anticipate and resolve problems, re-assign meetings and activities, etc. Forward pertinent information, when appropriate. Facilitates decision-making. |
| · Work independently and as part of a team, in the completion of projects required by the SVPs, EVP, VP, and Directors which may often be confidential in nature (e.g., financial reports, budgets, salary and personnel transactions, performance appraisals, etc.). Determine and accomplish tasks necessary to meet project goals. |
| · Compile and manage reports and figures for SVPs/EVP. Gather data and update reports and spreadsheets. Generate and review reports, raising issues and discrepancies to appropriate personnel. Utilize various software to produce reports, spreadsheets, presentations and other documents. Provide data to other areas in the company such as Payroll, Finance, HR. Assure reporting is accurate and timely.
| · Provide accurate and timely administrative support to the EVP/SVPs on a wide variety of business issues. Prepare advanced correspondence and reports for internal and external audiences. Prepare material in final form from rough and involved drafts, which may combine materials from several sources. Plans layout of complex reports. |
| · Manage EVP/SVPs schedules. Coordinate and schedule daily activities. Prepare and secure necessary information to support meetings, projects, requests. Create various reports for use in Staff Meetings, Executive Committee Meetings, etc. Coordinate meetings by preparing and distributing materials, handling logistics, etc. |
| · Manage office in EVP/SVPs’s absence. Assure smooth operation of office in his/her absence, anticipate and resolve problems, re-assign meetings and activities, etc. Forward pertinent information, when appropriate. Facilitates decision-making. |
| · Work independently and as part of a team, in the completion of projects required by the SVPs, EVP, VP, and Directors which may often be confidential in nature (e.g., financial reports, budgets, salary and personnel transactions, performance appraisals, etc.). Determine and accomplish tasks necessary to meet project goals. |
| · Compile and manage reports and figures for SVPs/EVP. Gather data and update reports and spreadsheets. Generate and review reports, raising issues and discrepancies to appropriate personnel. Utilize various software to produce reports, spreadsheets, presentations and other documents. Provide data to other areas in the company such as Payroll, Finance, HR. Assure reporting is accurate and timely. |
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| · Manage phone calls, inquiries and correspondence from vendors, customers, etc. Anticipate and resolve problems when necessary to maintain and establish good business relations. |
| · Maintain files and follow-up system for department correspondence. Receive and review mail and distribute as necessary. Determine recipient/importance/ confidentiality. Answers inquiries on own initiative, when appropriate. Follows up with other departments to ensure requests are carried out. |
| · Act as subject matter expert and resource for SVPs/EVP, for assigned areas such as, financials, budgets, stock awards, projections, plans, etc. |
| · Manage assigned database systems to support workload. |
| · Coordinate all domestic and international travel and any special activities for the EVP/SVPs. |
| · Act as liaison to other Executives and associates, providing information as required on business and confidential matters. Internal and External Relationships:
| Internal |
| · SVPs |
| · VPs |
| · Directors |
| · Managers
| External |
| · Vendors |
| · Executives Who You Are:
| · Associate’s degree or equivalent |
| · 5-7 years of previous office experience |
| · Advanced knowledge of personal computers, MS WORD, Excel and Outlook. |
| · Strong keyboard, organizational and interpersonal skills. · Calendar management. |
| · Ability to reply on experience and judgment to plan and accomplish goals. |
| · Ability to work independently. |
| · Broad understanding of company policies and practices. |
| · Strong communication skills, oral and written. |
| · Ability to manage very confidential information. · Experience providing white-glove service. |
| · Experience and understanding of finance and budgetary disciplines is required.
| · Experience working with a PC and office software (e.g. MS Word, Excel, Outlook) |
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