Admin Assistant III

Admin Assistant III
US - MA - Waltham

  • Admin Assistant III in Waltham, MA
  • 6 month contract
  • Effectively and efficiently manages internal and external stakeholder engagements and demands through a complex calendar, travel logistics, numerous internal and external phone calls, and expense reports with multiple exchange rates, handling all details with competent expertise. 
  • Anticipate, prepare and organize agendas, files, and presentation materials for Executives’ presentations and meetings. 
  • Conserves executive's time by: reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications, and managing expense reports. 
  • Continuously monitors and manages multiple methods of communication through internal/external email, internal/external phone calls, and in-person inquiries. Assigns where appropriate, prioritizes, and tracks for follow-through. 
  • Provides well thought-out recommendations and appropriate courses of action after thoroughly analyzing the data and elements of an issue. 
  • Treats sensitive/confidential information with appropriate discretion. 
  • Identifies and evaluates opportunities to improve process, efficiency and ways to increase productivity by eliminating low/no value processes/activities while striving to maintain the highest quality at the lowest cost. 
  • Helps to enable an office environment which fosters collaboration, idea generation and engagement for the client's Ventures team. 
  • Assists other Executive Assistants, as needed. 
  • Associates Degree required, Bachelor’s Degree preferred, with a minimum of 5 years of experience supporting Senior Level Executives. 
  • Proven competencies in Microsoft Office, including Word, Excel, Power Point and Outlook required. Excellent file management skills. Experience with SAP a plus. 
  • Demonstrated ability to deal with ambiguity effectively under pressure, and rapidly acclimate to changing circumstances while maintaining sound judgment and common sense. 
  • Self-motivated and self-directed to work independently 
  • Experience assembling and managing highly confidential and sensitive information with utmost discretion (e.g. C-Suite regulatory and customer issues; board documents, salary information; sensitive employee and HR matters, etc.). 
  • Strong attention to detail and follow up, as well as superior organizational and time management skills. 
  • Possesses personal tact and discretion, strong interpersonal, oral and written communication skills. 
  • Proactive, with extraordinary problem solving skills, proven track record of making things happen. 
  • Maintains/cultivates excellent working relationships with leadership teams and their assistants across US and UK. 

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