Assistant, Sr. Exec Admin

Evident Microscopy•Boston, MA

3d•$95,000 - $119,000

About The Position

The Senior Executive Assistant supports members of the C-suite for Evident Scientific MIS, Inc. and performs a range of administrative duties to help the Office of the Executives operate efficiently. The role administers Corporate Office schedules, activities, policies, and programs so the Executive Team can focus on business concerns and issues. It includes handling confidential correspondence, monitoring budgetary expenses, coordinating travel, organizing meetings, and supporting other executive administrative needs. The successful candidate should be willing to work beyond typical office hours when issues require attention, such as during an overseas trip. The role also provides administrative assistance to other departments as requested by leadership and supports a culture of continuous improvement. Evident describes its workplace culture as focused on well-being and inclusion, and emphasizes behaviors including ambitious thinking, ownership, agility, continuous improvement, and learning together.

Requirements

Prior experience supporting C-level executives.
At least 10 years of administrative experience.
Knowledge of desktop computer tools such as Word, Excel, PowerPoint, Outlook, and SharePoint.
Excellent organizational skills.
Project management skills.
Excellent working knowledge of Microsoft Office 365.
Excellent, concise written and verbal communication skills.
Tact, diplomacy, and etiquette.
Understanding of customer service principles.
Ability to work with employees at every level of the organization.
Strong attention to detail.
Demonstrable problem-solving and analytical skills.
Comfort managing small projects to completion.
Willingness to work beyond typical office hours when needed.

Nice To Haves

BS/BA degree preferred.

Responsibilities

Use exceptional judgment and discretion on confidential business matters.
Use computer software, including the MS Office Suite, to record and analyze information.
Maintain records and logs, communicate with internal and external resources, and notify executives of problems that may arise.
Provide administrative assistance to other departments as requested by leadership.
Collect information and update contacts.
Coordinate and distribute key business documents to team members.
Respond to and screen incoming correspondence, directing requests to appropriate personnel or providing information to complete requests.
Take and relay messages.
Generate routine and confidential letters, reports, and memoranda from drafts or notes, ensuring accurate grammar, spelling, and business formatting.
Compose business correspondence, send correspondence to designated addressees, and maintain correspondence files.
Arrange transportation and lodging for corporate executives and visitors, and prepare and distribute travel itineraries.
Arrange dining at approved venues and review and log travel and entertainment forms.
Process expense reports and audit charges and payments.
Organize and schedule on-site or off-site meetings and ensure facilities are adequate.
Maintain calendars of itineraries and schedules, and coordinate business meetings and conference calls.
Provide periodic updates about current and forthcoming deadlines.
Review invoice billing charges, assign general ledger accounting codes, process purchase requisitions for invoices, and submit bills for signature and timely payment.
Organize and maintain records and files, maintain appropriate forms, and retrieve information from files upon request.
Participate actively in developing and implementing a continuous improvement culture.