Job Description

JOB SUMMARY:

The Executive Assistant is an important part of the Administrative Support Team who provides services essential to the mission of the organization and the day-to-day-operations. They provide direct support to members of senior leadership using strong judgement and efficiency. The ideal candidate will possess excellent communication skills, a keen eye for detail, creativity, flexibility, and a proactive approach to problem-solving. This role assists in the activities of the administrative support team, ensuring seamless support to the larger organization. While part of a cohesive team, this individual acts independently and with limited supervision to maintain smooth functioning of the department they support.

PRIMARY JOB RESPONSIBILITIES:

• Manage the day-to-day administrative affairs of the fast-paced Executive’s office, scheduling all appointments and other commitments within complex calendars, providing the Executive with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
• Organize and facilitate details of in-person meetings such as meeting rooms, lunches, and teambuilding activities.
• Ensure deadlines are met by tracking various work initiatives amidst frequently changing near-term priorities
• Make and review all travel arrangements; prepare the itinerary, confirm lodging and transportation, and process travel reconciliation
• Track expenses and prepare expense reports
• Submit invoices as necessary, ensuring successful payment and filing
• Compose and produce correspondence, reports, presentations, and forms
• Edit and proofread documents ensuring 100% accuracy in work product
• Coordinate weekly meetings, including preparing agendas and minutes
• Maintain organization of SharePoint for teams supported
• Maintain knowledge of company organization and overall policies, clients, and operations.
• Handle sensitive and non-routine information with confidentiality and organization, maintaining files and records as applicable.
• Greet visitors, providing a seamless experience in the office
• Maintains an efficient flow of information between internal and external contacts on a wide spectrum of the organization's plans and priorities.
• Other projects as assigned by manager

JOB QUALIFICATIONS:

Required:

• Must be able to commute to Boston office
• Associate degree preferred
• 5+ years related experience including executive assistance experience
• Ability to work independently, exercising judgment within generally defined practices and policies
• Strong organizational skills as evidenced by an ability to prioritize and handle multiple projects
• Polished professional demeanor
• Excellent communication skills, both written and oral
• Ability to predict future needs based on past experience
• Sound judgment in maintaining confidentiality of information
• Ability to create complex, professional presentations
• Ability to interact and communicate with individuals at all levels of the organization
• Ability to stay focused amidst frequent interruptions and work calmly under pressure
• High competency level with various PC applications (MS Office, including SharePoint)

PHYSICAL DEMANDS:

• Must be able to communicate effectively.
• Manual dexterity and sitting is required in carrying out own position responsibilities (i.e. use of personal computer).
• Ability to travel or move about within and outside serviced facilities required.
• Ability to work primarily in the office.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform this position.

** In accordance with CareQuest Institute for Oral Health’s Compliance Plan, all employees must conduct CareQuest Institute for Oral Health business and activities in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to CareQuest Institute for Oral Health’s designated Compliance Officer. **

CareQuest Institute for Oral Health’s Affirmative Action Program affirms our commitment to make reasonable accommodation for known physical or mental limitation of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business and activities. Please see Human Resources for additional information regarding this program.

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