Senior Executive Assistant

Motional•Boston, MA

12d•Hybrid

About The Position

This is a unique hybrid role providing Executive level EA support to multiple senior leaders including the SVP, People and CFO, while also project managing People initiatives. This position requires high-quality administrative assistance to top-level executives and visitors with main duties of: scheduling meetings, making travel arrangements, completing expense reports, and organizing complex daily calendars. Limited travel may be required. For the PM work, the People team have several initiatives with complex multiple workstreams spanning crossfunctionally that need to be well documented and tracked in order to prepare proper reporting. These reports may be for internal reviews, planning sessions, or prep materials for our investors. This role will document all the necessary work and create proper work back schedules with key milestones and communicate upcoming deliverables to help keep the projects on track.

Requirements

8+ years of related experience supporting C-level and Vice President executives
Expert level Knowledge of high level visits
Expert level office management systems, and Google Suite of office products
Project management experience for medium complexity projects with multiple workstreams and cross functional owners
Willingness to do some basic admin work one minute and more complex thinking the next, real “hands on” role
Professional and polished communication skills (via phone, email, and in-person)
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
Adapts well to changing plans and priorities; comfortable dealing with ambiguity
Position may require travel up to 10%

Responsibilities

Provide in-office support for the CFO and SVP, People
Represent the executive office in a pleasant and professional manner at all times
Coordinate daily calendar, make travel arrangements, including airfare, hotel, and black car service and be comfortable scheduling within multiple different time zones
Assist the executive(s) in meeting preparations, presentations, recording/distributing meeting minutes
Manage invoices and expense reports
Prepare internal HR reports necessary for our investors
Create project plans for key initiatives with workback schedules and key milestones
Collate and communicate progress on key projects, prepare associated documentation
Some of these reports require taking data uploads and creating basic pivot tables to extract the right information
Ad-hoc duties upon request.