Executive staff assistant job description

Executive Assistant to Chief of Staff
LOCATION: New York, NY
HOURS: 9am – 6:30pm (FULL TIME – IN OFFICE)
COMPENSATION: DOE + Discretionary Bonus
BACHELOR'S DEGREE REQUIRED: Required
*This employer requires all individuals physically entering the workplace to be vaccinated for COVID-19. In order to comply with the ADA, reasonable accommodation requests will be reviewed on a case-by-case basis in regards to this requirement.

Our client, a law firm that represents some of the world’s largest banks, hedge funds, asset managers, artists and galleries, is in search of an Executive Assistant to Partner/Receptionist. The ideal person will be a “go-getter” who is enthusiastic, motivated and eager to offer support as needed. The Executive Assistant to Partner/Receptionist must have strong communication and technological skills as well as the ability to multitask.
Responsibilities of the Executive Assistant to Chief of Staff:
- Calendar management both professional and personal
- Scheduling meetings, arrange appointments, gate-keeping, for the Founder
- General organization of day-to-day activities
- Maintain and update contact information, mailing lists and internal phone directories
- Coordinate domestic and international travel arrangements
- Coordinate office activities
- Help with projects as needed, including aiding the controller with various expense reports and spreadsheets – a numbers-oriented person is a value-add
- Manage office vendors and keeping office machinery in working order
-Source and order supplies and track items accordingly
-Assist in overseeing the office operations
-Maintain spreadsheets for IT, subscriptions, automobiles, boats, helicopters
- Spearhead an ever-growing / changing to-do list
- Adept at reading through emails and gathering key content and outstanding items that need to be handled
- Ad hoc projects as needed
Requirements of the Executive Assistant to Chief of Staff:
- Minimum of 3 years of executive assistant experience
- Candidate MUST have an undergraduate degree
- Strong interpersonal skills, and the ability to work as part of a team are also important qualities
- Detail-oriented and good organizational and time-management skills
- Ability to perform well in a fast-paced environment and work independently with minimal guidance
- Knowledge of and interest in technology (especially new and useful business applications, excel experience strongly preferred)
- Tech-savvy and proficient with Microsoft Office both on PCs and Mac, and type 65+ wpm
- Verification of identity, education, prior employment, and references may be required

Job DescriptionAre you an unemployed job seeker in the midst of a job search?

A career changer attempting to transition into healthcare?

A retiree seeking a second career?

A stay-at-home parent preparing to reenter the workforce?

Have you recently relocated to the Boston area?

Bulfinch Temporary Service employees often cover leaves of absences, vacations, as well as vacant, f/t openings, often resulting in temp-to-hire.

At Bulfinch Temporary Service, a division of Massachusetts General Hospital and Massgeneral Brigham, our dedicated workforce comes from a diverse set of backgrounds.

At present, we are considering applicants on an as-needed basis for both part-time and full-time Executive and Staff Assistant roles within administrative and research departments. Job opportunities are located at Mass General Hospital. We also service a number of satellite locations in and around greater Boston for MGH affiliates.
Key job duties including, but not limited to:

• Provide phone coverage, including accurate message taking and the transferring of calls.
• Schedule meetings, conference rooms, and Outlook calendar management. Coordinate travel arrangements; process travel expenses.
• Type memos, correspondence, meeting minutes and manuscripts as the need arises. File, fax, and distribute mail as appropriate.

Qualifications

• Minimum typing speed of 40 wpm.
• Shown accurate proficiency within Microsoft Office, including Outlook Calendar (required), Word, Excel and, preferably, PowerPoint. (Access proficiency desired but not required).
• Strong verbal and written communication skills, including well-developed spelling, grammar, and punctuation skills.
• Strong customer service orientation, including appropriate, professional telephone etiquette.
• A verifiable track record of dependability and punctuality.

Qualified applicants who meet the above requirements, and are able to make a minimum one-month or more dedication, are encouraged to apply.

EEO Statement
Mass General Brigham is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Partner's Healthcare is acting as an Employment Agency in relation to this vacancy.

This position represents 2 openings.

THIS POSITION MUST BE REVIEWED WITH TOTAL COMPENSATION BEFORE POSTING. Provides administrative support to executive leaders. Makes high level contacts of a sensitive nature inside and outside the organization. Handles details of a highly confidential and critical nature.

Essential Responsibilities:

+ Provides administrative support to executive officers. Manages access to the executive, maintains and modifies executive's schedule. Ensures the executive is made aware of issues that need immediate attention.

+ Makes high level contacts of a sensitive nature inside and outside the organization. Handles details of a highly confidential and critical nature generally requiring independent judgment and discretion in releasing and allowing appropriate access to confidential information. Receives and screens visitors, telephone calls, and letters. Answers questions and provides information requiring an understanding of the department and company organization, operations and procedures. Follows up on pending matters.

+ Prepares correspondence for executive communications. Organizes and maintains files of executive's correspondence and records. Schedules appointments and makes arrangements for meetings, conferences, and travel.

+ Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Prepares presentation materials for board of director meetings. Prepares special reports, gathers and summarizes data.

+ Develops solutions to problems or issues in support of the department's administrative processes and procedures. May be assigned projects that may involve providing some guidance or direction to team members.

+ Manages executive travel and business expense budgets. May assist the executive with developing annual departmental budget.

+ Kaiser Permanente conducts compensation reviews of positions on a routine basis. At any time, Kaiser Permanente reserves the right to reevaluate and change job descriptions, or to change such positions from salaried to hourly pay status. Such changes are generally implemented only after notice is given to affected employees.

Basic Qualifications:

Experience

Minimum seven (7) years of experience performing administrative support functions for senior or executive level management.

Minimum six (6) months of experience in coordinating and providing support to large complex projects.

Education

High School Diploma or General Education Development (GED) required.

License, Certification, Registration

N/A

Additional Requirements:

Advanced level proficiency with MS Word, and intermediate level proficiency with PowerPoint, Excel or Access (required only if applicable to department's needs).

Ability to create tables; merge documents; create pivot tables; and develop graphics and PowerPoint presentations from notes.

Strong proficiency with office equipment, including troubleshooting and training others.

Excellent customer service and oral and written communication skills required.

Must be able to work in a Labor/Management Partnership environment.

Preferred Qualifications:

Bachelor's degree preferred.

COMPANY: KAISER

TITLE: Executive Staff Assistant

LOCATION: San Leandro, California

REQNUMBER: 1064675

External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state and local laws, including but not limited to the San Francisco Fair Chance Ordinance. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veteran, or disability status.