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Executive Assistant

Human Agency

Human Agency

Administration
Boston, MA, USA
Posted on Tuesday, April 30, 2024

Human Agency

Human Agency offers full-service business solutions to partners and the organizations we create. We are a team of problem solvers driven by purpose and commitment to the free exercise of our and our partners’ human agency.

Job Description:

Our team is composed of talented individuals who are passionate about what they do and committed to excellence. We are currently seeking an Executive Assistant (contract) to join our team and support our day-to-day operations. In this position, you will play a crucial role in ensuring the smooth functioning of both personal and administrative tasks for company leadership and its key personnel. You will be responsible for providing efficient and effective support, enabling the team to focus on their core responsibilities. This role requires a high level of organization, discretion, and professionalism.

The ideal candidate is a self-motivated individual with an outstanding work ethic, capable of thriving in a fast-paced, ever-changing work environment. They exhibit sound judgment, possess an ability for prompt and accurate task completion, take full ownership of their responsibilities, and adeptly manage multiple work streams in a dynamic atmosphere.

Key Responsibilities:

Personal Assistance:

  • Coordinate the executive's schedule, including arranging appointments, managing calendars, scheduling meetings, conferences, and travel (both personal and professional).
  • Approach tasks with a hospitable and service-oriented mindset, handling phone calls, welcoming visitors, responding to inquiries, and composing correspondence, often of a confidential nature, with friendliness, timeliness, and seamless coordination.
  • Coordinate personal errands, including but not limited to shopping, reservations, event management and other tasks as needed.
  • Handle confidential and sensitive information with discretion and confidentiality.
  • Assist with personal tasks to ensure a smooth work-life balance for key personnel.

Administrative Support:

  • Provide administrative support such as managing correspondence, emails, and phone calls.
  • Engage with stakeholders professionally, both in-person and digitally, maintaining a high level of professionalism during interactions with clients and key contacts.
  • Assist with organizing and maintaining files, records, and documents.
  • Coordinate meetings, conferences, and events, including scheduling, logistics, and preparation of materials.
  • Handle basic expense tracking and invoice processing.
  • Assist with other administrative tasks and projects as assigned.

Communication and Coordination:

  • Serve as a primary point of contact for internal and external stakeholders, demonstrating professionalism and excellent communication skills.
  • Liaise with vendors, suppliers, and service providers as needed.
  • Communicate effectively with team members to ensure smooth coordination of tasks and projects.

Qualifications:

  • Prior experience as an executive assistant or in an administrative role is preferred.
  • Strong organizational and time management skills, with the ability to prioritize tasks effectively.
  • Excellent communication skills, both verbal and written.
  • Discretion and confidentiality when handling sensitive information.
  • Proficiency in Google Suite, Asana, Expensify, and other technology.
  • Ability to work independently with minimal supervision and as part of a team.
  • Flexibility to adapt to changing priorities and deadlines.
  • Attention to detail and accuracy in completing tasks.

Benefits:

  • Competitive hourly rate commensurate with experience.
  • Opportunity to work with a dynamic team in a fast-paced environment.
  • Flexible schedule with part-time hours with the opportunity to turn into a full-time contract position.
  • Potential for growth and advancement within the organization.