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Executive Administrative Assistant Cambridge, MA

Kelly Services
Cambridge, Massachusetts, United States
$35.50- $37.66 per hour based on experience.
November 11, 2016

Kelly Services is currently recruiting for a highly experienced Executive Administrative Assistant to provide support to SVP of Global Development. This opportunity is for one of the world’s leading innovative technology companies in Cambridge, MA.

This position starts December 2016 and goes through June 2017 with a possibility of an extension depending on client needs and performance. This position pays $35.50- $37.66 per hour based on experience.

Duties and Responsibilities:

Acts a liaison for manager(s) with outside departments

Maintains calendar- accepts and declines invitations; schedules meetings as needed. Prepares daily packets for manager(s) (e.g., prints daily schedule, meeting documents, etc.). Act as manager’s delegate in OTL.

Arranges and plans meetings, such as group off sites, team building, etc. and select meeting locations, coordinate scheduling with external attendees, (e.g., vendors, collaborators etc.). May participate or assist with planning and operating of large, complex meetings. Coordinates frequent, internal meetings.

Arranges agendas, prepares meeting materials (including PowerPoint slides, charts and graphics), oversees meeting operations, greets guests, etc. Handles meeting logistics (e.g., room reservations, orders refreshments, schedules IT/ AV support). Prepares and circulates agendas and meeting materials. Completes conference/ external meeting registrations; collates meeting materials, hotel arrangements, transportation, etc.

Schedules travel (flights and car service reservations) for manager

Prepares and submits expense reports, check requests and invoice processing; Troubleshoots and reconciles payments in a timely manner; tracks and files expense submissions and requests.

Coordinates interview schedules and associated events in conjunction with HR, Hiring Manager as needed.

Creates and maintains files and filing systems

Maintains office supplies (as needed).

Manages subscriptions to journals, newspapers, etc. Orders reprints, articles, books, as requested by manager.

Attends training to remain up to date for changes with current programs/ processes or new programs/ processes; may attend training programs, courses, forums (such as the Administrative Oversight Committee) to ensure skills remain at desired level.

Completes work orders, IT request forms, new hire and terminations requests, etc.

Required Skills and Qualifications:

Twelve (12) years of experience or equivalent combination of education and experience.

Strong communication skills (written and verbal) and a demonstrated ability to consistently deliver, high quality work on time.

Ability to work independently or as part of a team

Demonstrated ability to know and understand priorities and making decisions with limited information.

Demonstrate innovative problem solving methods; anticipates needs and potential obstacles and generates ideas; is solution oriented; provides ideas, not complaints.

Comfortable with embracing and communicating change, fosters and sees positive in change; helps others “get on board” with messages.

Intermediate to advance MS Office (Word, Excel, Outlook, PowerPoint)

Terms of Assignment:

High School diploma or equivalent (Associate’s degree, or Bachelor’s degree preferred)

Full-time: Monday – Friday: 8:00am – 5:00pm

6 month assignment with possible extensions depending on client’s business needs and candidate’s performance in position

Important information:

This position is recruited for by a remote Kelly office, not your local Kelly branch. Please submit your resume to be considered for this position. If you have questions about the opening, you may contact the recruiter for this position at