Executive Assistant and Office Coordinator

Ascensus•Newton, MA

2d•$80 - $100•Onsite

About The Position

Ascensus is the leading independent technology and service platform powering savings plans across America, providing products and expertise that help nearly 16 million people save for a better today and tomorrow. Section 1: Position Summary Responsible for providing confidential administrative support to members of the Executive Team along with fulfilling general office duties while fostering a welcoming and efficient work environment. Communicates effectively with stakeholders at all levels in the organization, industry and community. The incumbent possesses an understanding of the roles for which they provide support in addition to the operations and procedures of the departments and overall organization. This role combines responsibilities of a receptionist, office manager, and executive assistant. In office expectations are 3+ days a week in the Newton, MA office Section 2: Job Functions, Essential Duties and Responsibilities Completes complex administrative projects and resolves complex support issues. Performs confidential, executive administrative support functions including answering phones for various Executive team members including CEO as needed. Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties. Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards. Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets. Organizes and expedites flow of work and initiates any follow-up action. Handles all travel and prepares expense reports. Schedules and coordinates meetings including technology and catering needs, including conferences. Timely set up/cleanup of conference rooms for meetings, including technology and other materials. Serves as the primary point of contact for general office inquiries and facility-related issues. Organizes and maintains files of correspondence and records, follows up on pending matters. Coordinates the setup of employee badges and access credentials, conducts office tours and ensures new employees are warmly welcomed and properly oriented. Maintains the appearance and organization of common areas, including the reception area and all conference rooms. Monitors and manages inventory of office/breakroom supplies and places orders as needed. Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives. Collaborate with internal stakeholders, and coordinates event logistics. Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients. At Ascensus we are guided by our Core Values of People Matter, Quality First and Integrity Always®. They inspire us every day to prioritize an environment of respect for those we serve and one another and should be visible in your actions on a day-to-day. Supervision N/A Section 3: Experience, Skills, Knowledge Requirements Completes complex administrative projects and resolves complex support issues. Performs confidential, executive administrative support functions including answering phones for various Executive team members including CEO as needed. Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties. Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards. Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets. Organizes and expedites flow of work and initiates any follow-up action. Handles all travel and prepares expense reports. Schedules and coordinates meetings including technology and catering needs, including conferences. Timely set up/cleanup of conference rooms for meetings, including technology and other materials. Serves as the primary point of contact for general office inquiries and facility-related issues. Organizes and maintains files of correspondence and records, follows up on pending matters. Coordinates the setup of employee badges and access credentials, conducts office tours and ensures new employees are warmly welcomed and properly oriented. Maintains the appearance and organization of common areas, including the reception area and all conference rooms. Monitors and manages inventory of office/breakroom supplies and places orders as needed. Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives. Collaborate with internal stakeholders, and coordinates event logistics.

Requirements

Completes complex administrative projects and resolves complex support issues.
Performs confidential, executive administrative support functions including answering phones for various Executive team members including CEO as needed.
Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties.
Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards.
Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets.
Organizes and expedites flow of work and initiates any follow-up action.
Handles all travel and prepares expense reports.
Schedules and coordinates meetings including technology and catering needs, including conferences.
Timely set up/cleanup of conference rooms for meetings, including technology and other materials.
Serves as the primary point of contact for general office inquiries and facility-related issues.
Organizes and maintains files of correspondence and records, follows up on pending matters.
Coordinates the setup of employee badges and access credentials, conducts office tours and ensures new employees are warmly welcomed and properly oriented.
Maintains the appearance and organization of common areas, including the reception area and all conference rooms.
Monitors and manages inventory of office/breakroom supplies and places orders as needed.
Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives.
Collaborate with internal stakeholders, and coordinates event logistics.

Responsibilities

Completes complex administrative projects and resolves complex support issues.
Performs confidential, executive administrative support functions including answering phones for various Executive team members including CEO as needed.
Receives and screens telephone calls, professionally greets visitors, answers questions and furnishes information including referring individuals and/or issues to appropriate parties.
Prepares letters, correspondence and memoranda for review including editing grammar, punctuation and spelling while ensuring internal consistency and conformance with Ascensus standards.
Produces various regular reports, gathers and summarizes data, and prepares presentations using the appropriate software for word processing, graphics and spreadsheets.
Organizes and expedites flow of work and initiates any follow-up action.
Handles all travel and prepares expense reports.
Schedules and coordinates meetings including technology and catering needs, including conferences.
Timely set up/cleanup of conference rooms for meetings, including technology and other materials.
Serves as the primary point of contact for general office inquiries and facility-related issues.
Organizes and maintains files of correspondence and records, follows up on pending matters.
Coordinates the setup of employee badges and access credentials, conducts office tours and ensures new employees are warmly welcomed and properly oriented.
Maintains the appearance and organization of common areas, including the reception area and all conference rooms.
Monitors and manages inventory of office/breakroom supplies and places orders as needed.
Assists with planning and coordinating team-building activities, holiday events, and other associate engagement initiatives.
Collaborate with internal stakeholders, and coordinates event logistics.
Responsible for protecting, securing, and proper handling of all confidential data held by Ascensus to ensure against unauthorized access, improper transmission, and/or unapproved disclosure of information that could result in harm to Ascensus or our clients.