First Help Financial

Executive Assistant

First Help Financial

full-time

Posted on:

Location Type: Hybrid

Location: Needham • Massachusetts • United States

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Salary

💰 $83,000 per year

About the role

  • Support executive staff by handling a wide variety of situations involving administrative functions that the executive is unable to attend to.
  • Advise or pass on communications to individuals inside and outside the organization on behalf of the CEO or executives.
  • Professionally contact or reply to contacts from high-ranking individuals who may be from other firms and may involve unique situations, and each contact must be handled differently, using judgment and discretion.
  • Manage executive calendars and schedule appointments, meetings, and travel arrangements.
  • Prepare travel itineraries and handle travel logistics (e.g., booking flights, hotels, visa applications).
  • Screen phone calls, emails, and visitors according to established protocols.
  • Draft and compose correspondence (e.g., letters, emails, reports) according to the executive's instructions. Proofread executive drafts.
  • Manage expense reports and ensure proper filing and documentation.
  • When necessary, maintain and organize filing systems (physical and digital) for various documents and information.
  • Order office supplies or coordinate with the Boston office manager.
  • Coordinate with Compliance to facilitate background check tasks
  • Coordinate office logistics and ensure smooth operation of the workspace.
  • Take notes and prepare minutes during meetings, conferences, and presentations.
  • Research and gather information for reports, presentations, and other assignments.
  • Assist with drafting presentations and proposals.
  • Proofread and edit documents with accuracy and attention to detail
  • Manage and maintain professional communications with internal and external stakeholders
  • Respond to inquiries and requests in a timely and professional manner.
  • Assist with project planning, execution, and follow-up
  • Manage deadlines and milestones for assigned projects.
  • Gather and manage project-related data and information.
  • Coordinate communication and collaboration among project team members.
  • Monitor project progress and troubleshoot any issues that arise.
  • Prepare and present project reports and updates to the executive
  • Conduct market/vendor research and competitive analysis.
  • Analyze data and present findings clearly and concisely.
  • Assist with managing social media accounts and online presence when applicable.
  • Perform other administrative tasks as assigned by the executives.
  • Some personal errands on behalf of the executive team will be needed from time to time

Requirements

  • 3+ years of experience working as an executive assistant or supporting an executive team required
  • Bachelor’s degree preferred
  • Ability to commute to the Needham office or meet with executives regularly required
  • Proficient in using Microsoft Office Suite (Outlook, PowerPoint, Excel, and Teams).
  • Strong organizational and time management skills.
  • Excellent communication, interpersonal, and writing skills
  • Ability to work independently and take initiative.
  • Ability to maintain confidentiality and information related to the FHF and its employees. Discretion, confidentiality, and professionalism.
  • Ability to adapt to changing priorities and handle multiple tasks simultaneously
  • Strong problem-solving and analytical skills.
  • Ability to maintain a positive and proactive attitude.
Benefits
  • Great Perks – We offer generous salaries, competitive health, and welfare benefits (medical, dental, vision, LTD/STD, Identity theft, paid parental leave and much more)
  • paid vacation
  • 401(k) match
  • tuition reimbursement
  • social activities
  • monthly lunches
  • a robust employee recognition and talent development program to enhance your career with us.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementtravel logisticsexpense reportingdocument proofreadingproject planningdata analysismarket researchsocial media managementpresentation draftingreport preparation
Soft Skills
organizational skillstime managementcommunication skillsinterpersonal skillswriting skillsdiscretionconfidentialityproblem-solvinganalytical skillsadaptability
Certifications
Bachelor's degree