Executive Assistant

Barrett Distribution Center•Franklin, MA

1d•Onsite

About The Position

The Executive Assistant, under the general supervisor of a Barrett Executive, will provide high-level administrative and organizational support to the President and other senior staff. This position works Monday through Friday, from 8am-5pm in our Franklin, MA office. The compensation range for this position is $70K-$85K, depending on experience.

Requirements

High school diploma required; Equivalent to completion of an Associate’s Degree in Secretarial Science
Five years progressively responsible administrative experience.
Extremely proficient with Microsoft Office Suite with the ability to learn new or updated software.
Must demonstrate excellent verbal and written communication skills, as well as organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines and the ability to function well in a high-paced and at times stressful environment.

Responsibilities

Provides executive level support by researching, planning, integrating and implementing assignments related to executive's role and responsibilities.
Gathers, organizes, analyzes and summarizes or prepares for presentation various sets of information obtained from multiple sources and via variety of means requiring extensive knowledge of executive's administrative role and business objectives.
Assists in preparing complex administrative reports, statements or rosters, performs difficult data and/or information gathering, computer complex calculations and drafts; prepares special reports/analyses for review by a Barrett Executive.
Develops and monitors systems for identifying and recording status of major operational objective; organizes information so as to identify relevant actions necessary for implementation and evaluation; analyzes proposed outcomes for similarity to others and assists in identifying areas requiring coordination of efforts; extracts and applies information pertinent to other assignments as appropriate.
Gathers various information from internal and external sources pertaining to assigned project; summarizes content in most meaningful format and revises same as needed from plan conceptualization through execution; prepares narrative, statistical and/or graphic reports to assist in presentation of same to other internal or external groups.
Receives complaints. Researches issues to point of resolution or referral to department heads.
Maintains Administrative Manual (i.e., typing and distribution of new policies/procedures, revisions to policies, maintains files, assembles manuals.
Develops supportive liaisons with Barrett management team, anticipating or responding to requests for services or personal involvement of the Barrett executive.
Organizes and maintains record-keeping and other office systems to ensure appropriate security, access to and efficient retrieval of documents and materials, often handling or processing information highly sensitive or confidential in nature.
Receives, screens and prioritizes visitors and telephone calls, determining those to be handled by other executives of offices and responding to inquiries as appropriate.
Regularly engages in variety of contacts outside Barrett in order to obtain or exchange information, arrange meetings and so forth, often dealing with individuals influential or important to Barrett.
Assists Barrett executive in work planning and time management by identifying and anticipating priorities, commitments, appointments and time requirements of executive's pending assignments.
Independently organizes and completes own work in patterns and sequences responsive to multiple deadlines.
Manages work schedule and calendar of appointments so as to contribute to efficient office operations.
Manages the Barrett Executive’s Outlook; Ensures calendar details are up to date and appointments/meeting conflicts are addressed in a timely manner, proactively rescheduling as necessary.
Maintains a current contact list for the Barrett Executive.
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, word and excel documents, PowerPoint and other documents for senior staff.
Schedules meetings as requested; types agendas and supporting documents; compiles agendas, related materials and distributes to meeting members; arranges for rooms and refreshments.
Captures and distributes meeting minutes.
Arranges travel and accommodations for executives.
Records expenses and tracks to budgeted expenses, notes area of potential concern.
Performs office tasks including maintaining records, files and ordering supplies
Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
Assists with booking interviews, scheduling pre-screening activities and processing on-boarding paperwork.
Performs other related duties as assigned.