Executive Assistant

Bay State Milling Company is seeking an energetic, efficient, and experienced Executive
Assistant to join our team in Quincy, MA (hybrid work model). This position will primarily
support our Chief Financial Officer and Senior Director of Corporate Finance but will also
provide support in a few other areas as needed. The position requires complete discretion and
confidentiality as well as precise attention to detail and the ability to multi-task and prioritize
projects while working independently.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following. This list is not
exhaustive and other duties may be assigned.

• Provides day-to-day support primarily to the Chief Financial Officer, with some

additional support to the Senior Director of Corporate Finance. Tasks may include (but
would not be limited to):o Calendar and schedule management.
o Preparing confidential correspondence and legal documents.
o Scheduling and supporting various meetings both internally and externally.
o Maintaining email, phone calls and contacts.
o Coordinating travel plans.
o Preparing expense reports.

• Assists in preparation and execution of all quarterly and annual Board of Directors and

Board Committee meetings. Tasks include:o Preparing some necessary presentations and materials.
o Planning meetings and coordinating logistics
o Serving as an administrator of the Diligent BoardBooks software
o Publishing meeting minutes and other relevant documents.

• Distributes required reporting to the Board of Directors, lenders, and other stakeholders

as needed.

• Locates and collects all information requested as part of multiple annual company audits,

compliance reporting and insurance policy renewals.

• Acts as liason with company employees in manual insurance compliance requests.

• Edits, proofreads, and assists in the execution of various legal documents as needed.

Acts as liaison with outside counsel on legal matters.

• Facilitates weekly and monthly staff meetings, and also supports the CFO in the

successful execution of Company-wide addresses and events, utilizing Zoom and Teams
teleconference technology.

• Serves as the Company liaison to building/property management for the Quincy Office.

Coordinates management of the Quincy HQ office.

• Maintains and upkeeps organization of contract and legal document storage.

• Maintains physical and electronic files for the Finance Department.

• Completes other various tasks and projects as assigned.

QUALIFICATIONS to perform this job successfully, an individual must be able to perform
each essential duty satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

• 7+ years’ experience as an Administrative or Executive Assistant.
• Some college coursework or equivalent work experience.
• Advanced-level skills with Microsoft software applications (Outlook, Word, Excel,

PowerPoint, Teams).

• Basic knowledge of accounting terms and concepts in order to effectively support a busy

finance team.

• Basic knowledge of Adobe Acrobat.
• Previous experience working with Microsoft AX is preferable.

LANGUAGE SKILLS
Excellent oral, written, and interpersonal communication skills.

OTHER SKILLS & ABILITIES

• Strong relationship building skills with a focus on stakeholder support, communication,

and team-building.

• Ability to work independently and cooperatively across functions.
• Excellent time management and organizational skills.
• Ability to work under strict deadlines.
• Flexible team player.
• Strong attention to detail.
• Ability to utilize complete discretion and confidentiality when completing all assigned

tasks.
PHYSICAL DEMANDS: The physical demand described here are representative of those that
must be met by an employee to successfully perform he essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.__

• Ordinary ability to see, hear and speak.
• Ability to travel domestically and sometimes internationally as needed.

WORK ENVIRONMENT: The work environment characteristics described here are
representative of those an employee encounters while performing the essential functions of this
job. Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.**

• Primarily an office environment, remote or at a Bay State Milling facility.
• Comfortable with performing business needs while traveling (as needed).