Executive Assistant/Office Manager

Needham & Company• , MA

5d•Onsite

About The Position

Needham & Company, a full service Investment Bank, has an immediate need in their Boston office for an experienced Executive Assistant / Office Manager to provide support for several senior bankers and the general office. This role involves coordinating executive-level appointments, meetings, and conference calls, managing heavy call and email volume, coordinating complex travel arrangements, acting as a liaison with clients, organizing confidential information, managing expense reports, and handling general office management tasks such as supply replenishment, package handling, mail distribution, new hire setup, and conference room booking. The position also serves as the point person for office/building vendor needs and inquiries, assists with office event planning, and coordinates with team members across departments and locations.

Requirements

Highly organized, able to efficiently multi-task and most of all be able to thrive in a fast pace environment with executive’s frequently changing & highly demanding schedules
Possess strong written and verbal communications skills with the ability work in a pressured, deadline oriented environment.
The position also calls for flexibility, and the ability to work well with all levels of internal management and staff, as well as outside Clients.
Proficient in Microsoft Excel, Word, Outlook, and other computer programs
5+ years of experience in Administrative
Willing to come into our office 4-5 days a week

Responsibilities

Coordinate all aspects of executive level appointments, meetings and conference calls (including internal and external management teams)
Understand executives’ priorities and objectives to effectively manage the calendar
Managing heavy call & email volume; exercising good discretion & judgment when responding to inquiries
Coordinate complex travel arrangements – including frequent changes. (Proactively manages downstream impact of changing travel schedules)
Takes the lead and acts as a direct liaison with clients, including meeting outreach
Organizes highly confidential company and department information
Manages expense reports through T&E system
General office management- block and tackling all administrative needs: replenish kitchen/office supplies, send/receive packages, distribute mail, new hire set up, booking conference rooms, etc.
Point person on all office/building vendor needs and inquiries
Working closely with highly collaborative and collegial team of professionals
Office event planning
Coordination with team members across all departments and locations