Executive Assistant I
Location: Lexington, MA (Eventually Cambridge)
Duration: 6+ Months
Hours: 40 hours per week
Provides support for members of the Ophthalmology Global Franchise team. This is accomplished by coordinating the support of assigned leadership and team members, as well as routine departmental support as requested. Daily items for assigned personnel include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, word processing of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned.
Provide ongoing administrative assistance such as:
?? Greet visitors, answers and directs phone calls to appropriate areas and answers routine and non-routine inquiries.
?? Prepare routine and non-routine correspondence, reports, spreadsheets and presentations. Contacts company employees at all organizational levels to gather information.
?? Compile and analyzes information and reports relevant to department projects.
?? Maintain electronic and paper filing systems.
Provide travel, schedule, and meeting coordination such as:
?? Coordinate travel plans for department staff
?? Prepare expense reports for designated departmental staff
?? Maintain calendars, department schedules, and time-off schedules.
?? Coordinate meetings including reserving meeting rooms, confirming attendee availability, and securing audio/visual equipment, catering and other resources.
Working hours: 8:30 AM - 5:00 PM
--Ability to operate a personal computer and related software
--Advanced MS Office skills:
--Word: Forms, Mail Merge, Index and Tables
--Excel: Forms, Formulas, Functions, Pivot Tables, Graphs
--PowerPoint: Graphics, Animation
--Ability to operate general office equipment
--Ability to prioritize and perform multiple tasks in a fast-paced, collaborative team environment
--Ability to interact appropriately with senior management on a regular basis
--Solid verbal and written communication skills
--Solid organizational skills; ability to organize and maintain accurate, orderly files and records
--Strong attention to detail; ability to accurately proofread documents
--Ability to maintain confidentiality
?? High School diploma or equivalent required; Bachelor??s degree preferred
?? 5-7+ years administrative experience in a fast-paced professional environment
?? Knowledge of proper English usage, grammar, vocabulary, spelling
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