Administrative / Executive Assistant

Title: Administrative / Executive Assistant

Location: Framingham, MA 01701

Duration: 0-10+ Months (Possible Extension)

Pay Rate: $34.00/Hour

Shift: 1st Shift (Monday to Friday)

Description:

• The Administrative Assistant will support a VP and two AVPs, for Global Talent Management and 2 AVPs.

• This position is hybrid in office and requires office days that align with the team. This individual provides advanced administrative support requiring a broad and comprehensive knowledge of company policies, procedures, and practices. Independently ensures office systems and divisional procedures, policies and practices are administered effectively. Interfaces with a variety of internal and external Associates and customers who work on a variety of issues which require tact, diplomacy and confidentiality.

• Schedules and maintains multiple calendars of appointments and meetings

• Supports and monitors the on-going administration of HR and Talent program processes to ensure consistent and timely execution

• Coordinates travel itineraries and process expenses

• Responds to questions, requests, and research information. Interfaces with a variety of customers on issues which are complex or of a confidential nature.

• Involves appropriate Associates from other departments or divisions to resolve issues.

• May provide functional guidance and training to other Associates within department and across the corporate functions, as needed

• Analyses operating practices and creates/revises systems and procedures as necessary

• Organizes and maintains files, record keeping systems, and office layout

• Oversees and monitors administrative projects. Performs other duties as required or directed.

• Organizes meetings (Catering, Booking Rooms, Follow up, etc.)

• Manage and administer department payroll and timekeeping

• Back-up Support to other Admins

• Manages and administers various documents and spreadsheets

• Acts as Proxy for certain systems as needed

• Support meetings, training and conferences with prep and logistics needs

• Plans and participates in department initiatives such as department summits, all hands meetings, leadership offsites, and team building events

• Communicates pertinent information among appropriate departments

Who We Are Looking For:

• Administrative experience in a corporate setting required

• Superior organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment

• Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word

• Excellent communication manner, solid written and verbal communication skills and be customer service oriented

• Able to effectively manage confidential and sensitive information

• Must thrive in a very busy atmosphere

• Proven success of juggling many things at one time and ability to shift gears and prioritize

• Willingness to learn, take direction well and be a team player

• Interest in Human Resources is a plus

• Ability to focus and get the job done while avoiding distractions

• Former experience scheduling meetings, managing multiple calendars, arranging travel schedules and processing expenses critical

• Strong ability to build relationships and collaborate with team members and other admins

• Great at being resourceful and leveraging relationships to problem solve

Job Types: Full-time, Contract

Salary: $34.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Administrative / Executive Assistant: 1 year (Required)
• Calendar Management: 1 year (Required)
• Travel Arrangement: 1 year (Required)
• Meeting Scheduling: 1 year (Required)
• Microsoft Excel: 1 year (Required)
• Hotel Bookings: 1 year (Required)
• Payroll Administration: 1 year (Preferred)
• Catering Arrangement: 1 year (Preferred)

Ability to Commute:

• Framingham, MA 01701 (Required)

Work Location: In person