Executive Assistant

Fresenius Medical Care • Waltham, MA

13d • $28 - $48

About The Position

Provides advanced administrative support to the VP GRE Center of Excellence and senior GRE staff as assigned. This role requires minimal direction and routinely responds to inquiries and other communication on behalf of the executive. The Executive Assistant performs secretarial and administrative assignments of a complex and confidential nature, and a variety of complicated tasks, relying on judgment and experience to accomplish established goals and objectives. The position involves interpreting and adapting guidelines, precedents, and practices, and anticipating materials needed by the executive for various engagements. The role may also assist in report preparation by collecting, compiling, and analyzing complex information from company personnel. The Executive Assistant is expected to make independent decisions regarding planning, organizing, and scheduling work within established guidelines. Standard administrative functions such as screening mail and calls, scheduling appointments, maintaining calendars, setting up filing systems, and coordinating meetings are also part of the role. Additionally, the position is responsible for keeping records of equipment purchases and maintenance, maintaining department certifications, memberships, and publications, and keeping a log of paid time off for staff. The role may also involve assisting with various projects and other duties as assigned, with potential for additional responsibilities focused on specific departments or locations.

Requirements

• 5+ years related administrative support experience.
• Proven success in supporting administrative functions for senior management.
• Knowledge of business and technical vocabulary.
• Familiarity with standard concepts, practices and procedures within a complex operational environment.
• Ability to employ basic reasoning skills while handling multiple tasks.
• Knowledge of computer software such as word processing, spreadsheet, presentation, database, and Visio programs.
• Knowledge of organizational operations and procedures.
• Ability to communicate (verbally and written) with considerable tact and diplomacy.
• Capable of analyzing complex information requests and determining complex trends.
• Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
• Advanced computer skills to be able to continue to advance processes.
• Detailed knowledge of organizational operations, procedures, policies and practices.
• Wide degree of creativity and latitude expected.

Nice To Haves

• Associate’s or Bachelor’s Degree desirable
• Specialized secretarial training/certification preferred

Responsibilities

• Provides advanced administrative support to top management and executives in the functional department under minimal direction.
• Routinely responds on behalf of the executive to written and electronic communication.
• Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executive.
• Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.
• Interprets and adapts guidelines, precedents and practices.
• Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls etc.
• May assist in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.
• Relies on experience and judgment to plan and accomplish goals.
• Makes independent decisions regarding planning, organizing, and scheduling work within established guidelines.
• May perform some standard administrative functions such as screening mail and telephone calls, scheduling appointments and maintaining the calendar, setting up the office filing system, and coordinating meetings (large, complex, internal or external).
• Keeps records of equipment purchases and maintenance for the department.
• May maintain certifications, memberships, and publications for the department.
• Keeps log of paid time off for staff and other staffing administrative duties as assigned.
• Assist with various projects as assigned.
• Other duties as assigned.
• Additional responsibilities may include focus on one or more departments or locations.

Benefits

• medical, dental, and vision insurance
• a 401(k) with company match
• paid time off
• parental leave
• potential for performance-based bonuses depending on company and individual performance

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED