Executive Assistant

First Help Financial • Needham, MA

5d • Hybrid

About The Position

First Help Financial, voted and certified as a “Great Place to Work” by our workforce for over five years in a row, is adding an Executive Assistant to our leadership team to accommodate our remarkable growth! As the Executive Assistant, you will work closely with senior leadership, supporting them in making strategic decisions that impact the lives of thousands of clients. We seek someone in the Boston metro who thrives in a dynamic environment, working in a fast-paced company at the forefront of financial solutions. You embrace new challenges and opportunities every day, contributing to our purpose-driven mission by supporting the leadership team and helping build a brighter financial future for our customers.

Requirements

• 3+ years of experience working as an executive assistant or supporting an executive team required
• Ability to commute to the Needham office or meet with executives regularly required
• Proficient in using Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams).
• Strong organizational and time management skills.
• Excellent communication, interpersonal, and writing skills
• Ability to work independently and take initiative.
• Ability to maintain confidentiality and information related to the FHF and its employees. Discretion, confidentiality, and professionalism.
• Ability to adapt to changing priorities and handle multiple tasks simultaneously
• Strong problem-solving and analytical skills.
• Ability to maintain a positive and proactive attitude

Nice To Haves

• Bachelor’s degree preferred

Responsibilities

• Support executive staff by handling a wide variety of situations involving administrative functions that the executive is unable to attend to.
• Advise or pass on communications to individuals inside and outside the organization on behalf of the CEO or executives.
• Professionally contact or reply to contacts from high-ranking individuals who may be from other firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion.
• Manage executive calendars and schedule appointments, meetings, and travel arrangements.
• Prepare travel itineraries and handle travel logistics (e.g., booking flights, hotels, visa applications).
• Screen phone calls, emails, and visitors according to established protocols.
• Draft and compose correspondence (e.g., letters, emails, reports) according to the executive's instructions. Proofread executive drafts.
• Manage expense reports and ensure proper filing and documentation.
• When necessary, maintain and organize filing systems (physical and digital) for various documents and information.
• Order office supplies or coordinate with the Boston office manager.
• Coordinate with Compliance to facilitate background check tasks
• Coordinate office logistics and ensure smooth operation of the workspace.
• Take notes and prepare minutes during meetings, conferences, and presentations.
• Research and gather information for reports, presentations, and other assignments.
• Assist with drafting presentations and proposals.
• Proofread and edit documents with accuracy and attention to detail
• Manage and maintain professional communications with internal and external stakeholders
• Respond to inquiries and requests in a timely and professional manner.
• Assist with project planning, execution, and follow-up
• Manage deadlines and milestones for assigned projects.
• Gather and manage project-related data and information.
• Coordinate communication and collaboration among project team members.
• Monitor project progress and troubleshoot any issues that arise.
• Prepare and present project reports and updates to the executive
• Conduct market/vendor research and competitive analysis.
• Analyze data and present findings clearly and concisely.
• Assist with managing social media accounts and online presence when applicable.
• Perform other administrative tasks as assigned by the executives.
• Some personal errands on behalf of the executive team will be needed from time to time

Benefits

• We offer generous salaries, competitive health, and welfare benefits (medical, dental, vision, LTD/STD, Identity theft, paid parental leave and much more), paid vacation, 401(k) match, tuition reimbursement, social activities, monthly lunches, a robust employee recognition and talent development program to enhance your career with us.
• We are believers in maintaining a healthy work-life balance. While we work hard and care deeply about our customers and partners, we want you to have room for your family, friends, and yourself.
• Company growth provides unprecedented career growth. FHF’s extraordinary year over year growth in revenue and new markets provides opportunity for you to establish and develop your career growth. We engage each employee to build a career plan that benefits everyone, and we have a proven record of investing in you.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level