Assistant, Sr. Exec Admin

Evident Europe GmbH•Needham, MA

4d•$95,000 - $119,000

About The Position

The Senior Executive Assistant supports members of the C-suite for Evident Scientific MIS, Inc. and performs 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. Duties include composing routine and confidential correspondence, screening incoming correspondence and email, tracking budgetary expenses, assisting with travel arrangements, organizing and scheduling meetings, and providing other administrative support to the executive team. 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, maintains records and files, coordinates business documents and communications, and supports continuous improvement. The position requires discretion, strong organization and communication skills, and the ability to work with employees at every level.

Requirements

At least 10 years of administrative experience.
Prior experience supporting C-level executives.
Knowledge of desktop computer tools, including 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, including 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 issues require attention.

Nice To Haves

BS/BA degree.

Responsibilities

Use exceptional judgment and discretion when handling confidential business matters.
Maintain records and logs, communicate with internal and external resources, and notify executives of problems.
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, route requests to appropriate personnel or provide information, and take and relay messages.
Prepare routine and confidential letters, reports, and memoranda from drafts or notes, ensuring accurate grammar, spelling, and business formatting.
Compose business correspondence, distribute correspondence to designated recipients, and maintain correspondence files.
Arrange executive and visitor travel with service providers, including transportation and lodging; 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 and off-site meetings, ensuring facilities are adequate.
Maintain calendars, itineraries, and schedules, and coordinate business meetings and conference calls.
Provide periodic updates on current and upcoming deadlines.
Review invoice charges, assign general ledger codes, process purchase requisitions, and submit bills for timely signature and payment.
Organize and maintain records and files, keep appropriate forms, and retrieve information upon request.
Participate actively in developing and implementing a continuous improvement culture.