Job Description

Special Assistant to Name Principal - Boston, MA

Extraordinary opportunity for a sharp individual to support a brilliant Director (confidential). The Executive Administrative Assistant plays a critical role in supporting the executive team by managing day-to-day operations, coordinating key initiatives, and handling confidential information with discretion. This role requires a high level of professionalism, exceptional organizational skills, and the ability to balance immediate demands with long-term projects. Acting as a key liaison between the principal and internal/external stakeholders, the Executive Administrative Assistant ensures seamless communication and operational efficiency.

As a Special Assistant you will:

• Serve as a trusted partner and gatekeeper, managing sensitive and confidential information with discretion.
• Act as a key liaison between principal and internal/external stakeholders, ensuring seamless coordination and communication.
• Manage complex calendar, including scheduling meetings, prioritizing engagements, and coordinating logistics.
• Plan, coordinate, and execute all logistics for executive meetings, board meetings, and industry events.
• Prepare meeting materials, including agendas, reports, presentations, and follow-up documentation.
• Record, transcribe, and distribute meeting minutes as needed.
• Arrange and coordinate domestic and international travel, including itineraries, accommodations, and logistics.
• Track and reconcile travel expenses, ensuring timely processing of reimbursements.
• Prepare and edit correspondence, reports, presentations, and other business documents.
• Conduct research, analyze data, and compile reports to support decision-making and strategic planning.
• Process invoices, track budgets, and assist with administrative financial matters.
• Screen and prioritize emails, phone calls, and requests to optimize time.
• Meet and greet visitors, ensuring a professional and welcoming environment.
• Maintain electronic and physical files, ensuring efficient organization and accessibility.
• Handle special projects

Requirements:

• Bachelor's Degree preferred
• 5-7+ years supporting executive in a corporate environment
• Strong organizational skills and the ability to manage multiple priorities with attention to detail
• Excellent written and verbal communication skills, with the ability to interact across all levels of the organization
• High degree of professionalism and discretion when handling confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools
• Ability to work independently, anticipate needs, and proactively resolve issues
• Experience coordinating travel, expenses, and high-profile events

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