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Executive Assistant in Springfield, MA at Staffing Now

Date Posted: 1/25/2019

Job Snapshot

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Job Description

Executive Assistant to the COO: The Executive Assistant to the Chief Operating Officer (COO) is a high-level administrative position that works closely with the COO to help execute the organization's operational goals. The position helps lead operational projects, and supports the COO's work with the Senior Management Team and other Administrative Assistants. An important responsibility is to ensure that operational information is communicated in a timely, accurate and appropriate manner. The Executive Assistant provides diversified administrative support to the Chief Operating Officer (COO) and other members of the Executive staff, assisting in the achievement of operational and overall organizational objectives.

  • Manage COO's schedule, mail, voice mail, and e-mail, ensuring proper disposition of all correspondence and tracking all requests and inquiries referred to other staff, ensuring timely follow up on behalf of the COO;
  • Manage COO's travel and itinerary, complete and submit expense records according to policy and procedures;
  • Brief COO daily, or as necessary on substantive communications, seek guidance and direction when appropriate to determine desired action to be taken;
  • Oversee the preparation of agendas and materials prior to the COO's internal and external meetings and maintain file copies as appropriate subsequent to those meetings;
  • Arrange meetings on behalf of the COO as necessary;
  • Respond to phone, email, and in-person requests on behalf of the COO;
  • Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation
  • Respond to customer service calls, general inquiries and route appropriately;
  • Develop and maintain administrative systems and procedures relative to the COO's files, corporate records, and data collection;
  • Draft routine correspondence on behalf of the COO - review, edit, and prepare signature documents drafted by the COO;
  • Create and edit presentations, documents and reports for the COO as required;
  • Enhances executives' and organization's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments;
  • Ensure confidentiality at all times (this position will have access to highly confidential information);
  • Pitch in with office management responsibilities as a true team member;
  • Other duties as assigned by the COO.
  • Bachelors Degree in Business Administration or related field;
  • 5 to 7 years related professional experience;
  • Superior proficiency in the use and application of all Microsoft Office applications, databases, general computer and mobile / office devices;
  • Keen attention to detail with ability to track and manage multiple projects at one time;
  • Excellent organizational skills, ability to establish priorities, and schedule activities as necessary to complete all tasks in a timely manner, and achieve deadlines;
  • Proactive and service-oriented, yet an easy going personality;
  • Self-starter with demonstrated ability to work both independently and within a team;
  • Ease in getting along with team members at all levels;
  • Consistency in a high degree of quality in work;
  • Excellent judgment, discretion, and diplomacy;
  • Skilled in all aspects of planning and project management; able to take an idea from concept to completion;
  • Resourceful, strategic problem-solving ability with a fun, positive "can do" attitude and fun sense of humor