Executive Assistant

Executive Assistant

Job Title : Executive Assistant

Job Location : Acton, MA

Job Duration : 06 Months

Hybrid in Acton, MA. 3-4 days / week on site

Description :

We are seeking a highly organized and proactive Executive Assistant to support multiple Vice Presidents (VPs) within the Human Resources organization.

The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks.

This role requires strong communication skills, a high level of discretion, and the ability to work independently. As a key representative of the HR team, the role requires a positive presence including flexibility, adaptability and someone who contributes positively to team culture.

Key Responsibilities :

• Scheduling and Calendar Management; Coordinate and manage the VPs' calendars, scheduling meetings, appointments, and conferences. Ensure efficient time management and prioritize requests based on urgency and importance.
• Travel Arrangements : Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
• Expense Management : Manage corporate card expenses. Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
• Meeting Coordination : Organize and support logistics for on-site and virtual meetings within MS Teams, Webex or Zoom, including preparing agendas, taking minutes, and following up on action items Provide on-site event support.
• Vendor and Purchase Order Management : Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
• Invoice Processing : Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
• Perform other duties as assigned.
• Prepare materials including presentations, correspondence, create and update spreadsheets, reports,

Qualifications :