Executive Assistant

Summary:

Client seeking a highly motivated and detail-oriented Executive Assistant to provide exceptional support to the senior management team at our dynamic venture capital firm located in Downtown Boston. The successful candidate will be a proactive and professional individual capable of handling multiple tasks with efficiency and confidentiality. As an Executive Assistant, you will play a crucial role in streamlining operations, maintaining communication, and ensuring the smooth functioning of our fast-paced and innovative work environment.

Responsibilities:

Calendar and Meeting Management:

• Maintain the executives' calendars, schedule appointments, and coordinate meetings, both internal and external.
• Prepare meeting agendas, collate relevant materials, and distribute documents as necessary.
• Remind and ensure timely attendance for important events, conferences, and key deadlines.

Communication and Correspondence:

• Manage all incoming and outgoing communications on behalf of the senior management team.
• Draft, edit, and proofread emails, reports, presentations, and other business documents as required.
• Handle phone calls, take messages, and direct inquiries to appropriate parties.

Travel Arrangements:

• Arrange complex domestic and international travel itineraries for executives and visiting clients/investors.
• Coordinate travel logistics, including transportation, accommodation, and visa processing when necessary.

Administrative Support:

• Maintain files, records, and databases in an organized and accessible manner.
• Process expense reports, reimbursements, and handle other administrative tasks as needed.
• Assist with the preparation of financial reports and presentations.

Project Coordination:

• Collaborate with various teams to facilitate smooth project execution.
• Track project progress, deadlines, and deliverables, ensuring adherence to timelines.
• Assist in preparing project-related documentation and presentations.

Confidentiality and Discretion:

• Handle sensitive and confidential information with utmost discretion and professionalism.
• Safeguard sensitive documents and ensure data privacy compliance.

Office Management:

• Manage office supplies and maintain an efficient working environment.
• Help coordinate office events, team-building activities, and internal meetings.

Relationship Management:

• Build and maintain positive relationships with internal staff and external stakeholders.
• Provide excellent customer service to clients, investors, and partners.

Requirements:

• Bachelor's degree or equivalent experience preferred.
• Proven experience as an Executive Assistant or similar role supporting C-level executives or senior management.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to work independently with minimal supervision.
• Discretion and confidentiality in handling sensitive information.
• A proactive and resourceful mindset, with problem-solving capabilities.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Knowledge of the venture capital industry is a plus but not mandatory.