Position Summary

As the Executive Assistant to the CEO, you will be responsible for performing a wide range of business administrative tasks, including managing a complex calendar, planning travel and events, and managing the flow of critical and at times confidential information between parties. You will serve as a key communication liaison, providing excellent client support, responding professionally to inquiries, and ensuring smooth communication between the CEO and internal departments. In this role, you will ensure the CEO has all of the relevant information and support required to fulfill their substantial responsibilities.

This role is for you if you are someone who can build trust, maintain credibility and communicate clearly with diverse business stakeholders. As the ideal candidate, you are highly organized, resourceful, and able to manage priorities and time to meet competing deadlines.

This position requires you to assess and prioritize conflicting needs, as well as demonstrate resourcefulness in determining what needs to be done and how to do it. You are flexible, adaptable, and invested in ensuring the CEO is well-equipped to achieve his aims without interference.

 

Key Duties and Responsibilities

Performs a broad variety of administrative tasks for the CEO including but not limited to:

• Manages a complex calendar of appointments.
• Arranges complex and detailed travel plans, itineraries, and agendas.
• Compiles documents for travel-related meetings.
• Completes expense reports.
• Composes and prepares correspondences, both normal and confidential.
• Arranges meetings and web-conferences; coordinates logistics for meetings including catering and technology support as necessary.
• Maintains memberships and license renewals and oversees Continuing Education requirements.
• Maintains internal and external contacts database.
• Maintains digital and hardcopy filing systems.
• Provides excellent client support and responds appropriately and professionally to all inquiries.
• Prioritizes handling conflicting needs with competing deadlines; handles matters expeditiously, proactively, and follows-through on projects to successful completion.
• Ensures smooth communication between the CEO and internal departments; provides support to staff and maintains credibility and trust.
• Creates and maintains systems to track and send information, updates and reminders for the upcoming commitments and responsibilities of the CEO; follows up appropriately.
• Maintains availability during morning, evenings and weekends for business related task.

 

Required Education, Experience, and Credentials

• • Twenty (20)+ years of experience as an Executive Assistant.
  • Experience working in a client/professional services firm, Architecture Firm preferred.
  • Experience working at a firm with 100+ employees preferred.

 

Skills and Abilities

Leadership, Communication and Emotional Skills:

• Ability to demonstrate the firm’s core values: Integrity, Purpose, Collaboration, Empathy, Conscientiousness, Accountability.
• Strong service orientation with the ability to anticipate and analyze problems and needs and proactively find solutions.
• Ability to listen to understand and tailor responses.
• Ability to communicate relevant information clearly and concisely, with the appropriate tone.
• Strong attention to detail, especially in written communications and scheduling.
• Ability and desire to receive feedback and learn from other’s perspectives.
• Ability to be flexible and to adapt to changes in priority or direction.
• Ability and desire to self-start, ask questions, learn and grow.
• Ability to work independently and with minimum supervision on tasks.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Strong organizational skills including planning, prioritization, time management, working under pressure, and analytical thinking.

 

Technical Skills and Applied Knowledge:

• Excellent ability to manage calendars, appointments and travel logistics.
• Ability to quickly learn new technical systems.
• Ability to learn industry specific language and processes.
• Proficiency with Zoom and Teams.
• Advanced with Microsoft Office Suite.
• Ability to perform work using a Windows operating system.
• Familiarity with industry languages and processes preferred.
• Familiarity with Deltek Vision or Vantagepoint ERP preferred.

 

Working Conditions, Physical Activities and Demands

• Office environment, no adverse environmental conditions expected on a usual basis.
• Constantly repeating motions that may include the wrists, hands and/or fingers.
• Constantly assessing the accuracy, neatness and thoroughness of the work assigned.
• Constantly remaining in a stationary position, often sitting for prolonged periods.
• Constantly communicating with others to exchange information.

 

Benefits and Perks

• Ten (10) paid vacation days per year.
• Eleven (11) paid fixed holidays and two (2) paid floating holidays per year.
• Ten (10) paid sick days per year.
• Health insurance, 70% employer
• Dental and vision insurance, 70% employer paid.
• Health Reimbursement Account, Health Savings Account and/or Flexible Spending Account for pre-tax medical and dependent care expenses.
• Employer paid life, AD&D, short‑, and long-term disability insurance, w/optional additional employee paid coverages.
• 401(k) with employer match.
• Employee Assistance Program for counseling, legal, and financial assistance.
• Free annual membership to Blue Bikes.
• Pre-tax commuter and parking benefits.
• Free shuttles to and from the Innovation & Design Building and South Station or North Station during peak commute hours.