Executive Assistant

Job Description

Job Description

Benefits :

• Competitive salary
• Health insurance
• Opportunity for advancement

Position Title : Executive Assistant

Position Type : Contract

Location : Boston, MA 2118

Duration : 12 weeks (Extension Possible)

Shift : 40hrs per week, 8a - 4 : 30p EST.

Minimum Years of Experience : 3 years

Compensation Details :

Gross Hourly Pay Rate : $42 / hr

Description : Executive Assistant

Executive Support Calendar, Meeting, and Administrative Management

1. Accurately and Consistently Schedule Meetings

o Confirm all necessary information for both routine and urgent meetings.

2. Daily Calendar Management

o Review the executives calendar each day to identify and resolve any same-day conflicts.

3. Buffer and Transition Time

o Ensure adequate travel time is scheduled before and after in-person meetings.

4. Scheduling Timeframes

o Understand and apply appropriate scheduling windows :

5. Recurring Meetings

6. Incident Command (IC) Schedule Management

o Keep the IC schedule visible and current at the top of the executives calendar.

7. Travel Reimbursements

Troubleshoot and resolve any issues related to submission or approval.

8. Calendar Management Across Leadership

o Understand how calendars are managed for each Chair, AD, and executive.

9. Interview and Group Meeting Coordination

o Plan and execute group meetings or interviews in alignment with the executives preferences.

Confirm logistics such as room reservations, IT setup, dietary needs, and other event details.

10. Stay Informed on Organizational Updates

o Regularly read BMC announcements and communications.

o Track major operational changes affecting the executives workflow (e.g., platform transitions, town halls).

11. Project Support

o Complete project-based tasks assigned by the executive accurately and on time.

12. Anticipate Executive Needs

o Develop a deep understanding of the executives working style, preferences, and priorities.

13. Communication and Professionalism

o Maintain a high level of professionalism in all written and verbal communication.

o Draft and edit correspondence or scheduling emails as needed, using a professional tone

14. Time Optimization

o Identify opportunities to optimize the executives schedule (e.g., combining meetings, batching similar types of meetings, or flagging non-essential commitments).

15. Documentation and Process Tracking

o Maintain a shared document with scheduling protocols, meeting preferences, and notes on key contacts or recurring requests.

16. Relationship Management

o Build strong working relationships with other EAs, department admins, and key stakeholders to facilitate smoother scheduling and coordination.

17. Meeting Preparation

o Prepare agendas, briefing notes, or background materials for meetings when applicable.

18. Technology Proficiency

o Stay up to date on calendar tools (e.g., Outlook, Teams, Zoom, scheduling apps) and internal systems.

19. Follow-Up and Accountability

o Track follow-up actions from meetings and help ensure theyre completed or delegated appropriately.

20. Take ownership of assigned tasks and develop process / approach to ensure comprehensive and accurate completion of the task (e.g., if asked to collect time cards, proactively get list of people who need to submit to ensure completeness of collected time cards).Continuous Improvement

REQUIREMENTS :