Senior Administrative Assistant

Motional•Boston, MA

6d•Onsite

About The Position

The Motional global headquarters are located at 100 Northern Avenue in Boston, MA. Nestled in the bustling Seaport district with sweeping views of Boston Harbor and downtown Boston, the offices are located close to major transit lines and a quick walk to various restaurants and popular attractions. This role serves as an Administrative Assistant to our Chief Strategy Officer (CSO) and Chief Financial Officer (CFO). The Admin Assistant will provide high-quality administrative and clerical assistance to top-level executives. Main duties include scheduling meetings, making travel arrangements, completing expense reports, and organizing and coordinating complex daily calendars. These two Executive positions have frequent high profile external visitors requiring support to execute a professional level visit. These Executives are ex-pats from our primary investor, Hyundai Motor Group, in Korea. The majority of our external visitors are also from Hyundai Motor Group. As a result, this position requires Korean conversational skills to best support our Corporate Headquarters and be a key asset to our current administrative team. In addition to supporting these two Executives, this role will serve as a back up to our Workplace Experience position (WEX). The WEX role is responsible for creating a great place to work and providing high-quality customer service to both internal and external customers. They sit at the front desk managing badges and greeting new hires and guests. They also stock the kitchen with needed snacks and maintain office supplies. They ensure smooth running operations and will require back up when out sick, on vacation, or occasionally an extra set of hands at peak times.

Requirements

2-4 years of administrative assistance experience
Adapts well to changing plans and priorities; comfortable dealing with ambiguity
Knowledge of office procedures
Experience with office management systems, and Google Suite of office products
Expertise with Google online calendars
Strong communication skills (via phone, email, and in-person)
Conversational Korean language skills
Experience exercising discretion and confidentiality with sensitive company information
Excellent organizational skills with an ability to think proactively, and prioritize work
Have a solution oriented, ‘can-do’ positive attitude and remain steady under pressure

Responsibilities

Provide in-office support for CSO and CFO- Boston-based
Represent the executive(s) office in a pleasant and professional manner at all times
Coordinate daily calendars for the CSO and CFO
Make travel arrangements, including airfare, hotel, and black car service
Be comfortable scheduling within multiple different time zones
Assist the executive(s) in meeting preparations, includes ordering food and coordinating office supplies for workshops
Manage invoices and expense reports
Collaborate with other Executive Assistants/Administrative teams to coordinate shared executive meetings as well as events
Assist with planning department and corporate events as needed
Act as the point of contact between executives and employees/clients
Create regular presentations as needed
Attend meetings when necessary and prepare meeting summaries for distribution
Respond promptly to managers’ and Motional employee queries
Facilitate internal communication (e.g. distribute information and schedule presentations)
Partner with onsite facilities teams to ensure adequate support and coverage is maintained
Be back up to our current WEX role during peak times, when sick or on vacation- this includes front desk support and maintaining office and kitchen supplies
Serve on company committees to help foster positive and inclusive morale
Work independently and with a team on different projects
Ad-hoc duties upon request