Executive Assistant

Job Requisition ID #

Position Overview

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We are seeking an experienced Executive Assistant (EA) to join our growing team! As the EA to the Senior Director of Architecture, Engineering, & Construction (AEC) Data, you’ll provide administrative support to the Senior Director and be an integral part of her staff. 

This job is for you if you are flexible, enjoy working in a dynamic environment, can manage multiple tasks, and are not afraid of making recommendations to create better ways of working. This position requires initiative, tact, and independent judgement to proactively address potential problems and ensure an efficiently functioning team. We are looking for someone who provides administrative partnership to senior leaders and acts as a facilitator and liaison, handling details of a confidential and critical nature. 

You will report to the Senior Director of AEC Data. This position can be 100% remote, hybrid, or onsite with a preference for the Boston area, or the Eastern Time zone.

Responsibilities

• Provide administrative partnership to Senior Director, including complex calendar management, planning, arranging domestic and international travel, and creating expense reports

• Provide calendar support to the Sr Director and to the AEC Platform Data leadership team of 3-4 people

• Partner closely with the team to align on operating rhythm and cadences for the AEC Platform Data leadership team

• Plan and coordinate events and multi-day meetings on and offsite, including preparation of meeting materials, logistics, food, agenda, amenities, activities, and communications with attendees

• Develop and maintain positive working relationships with internal and outside parties, including high-level contacts of a sensitive nature

• Partner with other EAs to coordinate and manage tradeoffs and prioritization

• Maintain email aliases, distribution lists and shared directories

• Support contract execution and ensure department bills are paid promptly. Be a point person for departmental purchases on behalf of your senior director

• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion

Minimum Qualifications

• 4+ years of experience providing administrative support for senior leaders

• Prior experience supporting more than one leader at once

• Strong written and verbal communication skills

• Excellent interpersonal skills 

• Prior experience planning a global offsite

• Strong detail orientation and solid analytical skills

• High level of comfort with Microsoft Office Suite (Outlook, PowerPoint, Teams, Word, and Excel) 

• Willingness to adapt to a rapidly changing environment and new processes and responsibilities

• Collaborative team player and team building skills 

• Knowledge of business issues and needs and the ability to work within a matrixed organization 

• Knowledge of office management practices and procedures

• Ability to travel to events or internal meetings, locally and internationally, approximately once a quarter

The Ideal Candidate

• Passion for details

• Proactive, high initiative, and a self-starter

• A communications wizard, able to be clear, concise, and convincing in both written and spoken communications

• Comfortable with multi-tasking, prioritizing, and are flexible with schedules 

• Enjoy working on complex assignments with a team or by yourself to get things done 

• Enjoy reaching out and building productive working relationships with people across all levels

• Comfortable working independently to determine methods and procedures on new assignments seeking clarity when an obstacle is in your way

• Trustworthy, collaborative, accountable, and flexible 

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