Executive Assistant

Cogeco•Quincy, MA

4d•Hybrid

About The Position

The Executive Assistant supports the Chief Operating Officer (COO) and serves as a central point of coordination for the corporate office. Reporting to the Chief Operating Officer, this role provides executive-level administrative support while overseeing the day-to-day operations and management of the corporate office. This individual will manage the administrative needs of the corporate office; act as a key point of contact and representative for the company for internal and external inquiries; and coordinate meetings, events, and materials. Summary of Qualifications: Working in the corporate office you will be committed to the company’s mission statement and core values. Diplomacy, tact and professionalism are required as your actions are a direct reflection of both the president and company. Confidentiality and discretion are critical in this role, as is the ability to work independently with minimal supervision. Strong and effective communication skills, both verbal and written are required. A background in relationship management is strongly preferred. You must be well-organized, adept at handling multiple tasks simultaneously and be able to adjust quickly to changes in priorities. Office of the Chief Operating Officer: Responsible for a wide-range of administrative functions requiring the highest levels of accountability and confidentiality; provide scheduling, logistical, and administrative support to the COO and represent the office in a discreet and professional manner at all times. Project/Office Management: Perform general office/facilities management duties to include: managing the inventory of office supplies, ordering additional supplies as needed, coordinating any facility needs with the office park vendor and ensuring that costs are appropriately managed Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance Point of contact for office staff on any issues and/or corporate information Responsible for travel logistics and arrangements for the COO Support corporate initiatives and projects as identified by senior management Event Management Responsible for managing events from conception through to completion and ensuring deadlines and budgets are adhered to; coordinate details which includes locations, contract negotiations and menu selection Organize facilities and manage event details including decor, catering, entertainment, transportation, location, invitee list, special guests/speakers equipment, promotional material etc Proactively handle any arising issues and troubleshoot any emerging problems throughout the course of the event Propose ideas to improve provided services and event quality Research market, identify event opportunities and generate interest for future meetings Frequently working in and preparing documents in Word, Excel, Powerpoint and G-Suite

Requirements

3+ years of experience supporting a senior executive in a corporate environment
3+ years hands on event management experience
Expertise in customer relationship management
Experience with Microsoft Office Suite, Google Workspace and AMEX Travel
Ability to collaborate with individuals at all levels—internal and external to the organization
A strategic thinker who is adept at multitasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes
High level of accountability with the ability to work independently and take initiative to get things done
Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands, while remaining flexible as priorities arise
Strong communication skills, both written and verbal
Be an adaptable, flexible problem-solver
Experience in establishing priorities and meeting deadlines with consistent attention to detail in all correspondence and planning
Proactive approach in taking on responsibility and willingness to help others when necessary
Strong organizational, time management and follow-through skills
High degree of maturity, honesty, trust and integrity, cultivating these qualities in others

Responsibilities

Provide scheduling, logistical, and administrative support to the COO
Represent the office in a discreet and professional manner at all times
Manage the inventory of office supplies, ordering additional supplies as needed
Coordinate any facility needs with the office park vendor and ensuring that costs are appropriately managed
Planning space allocations, layouts, and floor moves as required
Arranging for and supervising building maintenance
Point of contact for office staff on any issues and/or corporate information
Responsible for travel logistics and arrangements for the COO
Support corporate initiatives and projects as identified by senior management
Responsible for managing events from conception through to completion and ensuring deadlines and budgets are adhered to
Coordinate details which includes locations, contract negotiations and menu selection
Organize facilities and manage event details including decor, catering, entertainment, transportation, location, invitee list, special guests/speakers equipment, promotional material etc
Proactively handle any arising issues and troubleshoot any emerging problems throughout the course of the event
Propose ideas to improve provided services and event quality
Research market, identify event opportunities and generate interest for future meetings
Frequently working in and preparing documents in Word, Excel, Powerpoint and G-Suite