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Framingham

    Executive Assistant - Framingham, United States - Racetrac Petroleum, Inc.

    Racetrac Petroleum, Inc.
    Racetrac Petroleum, Inc. Framingham, United States

    4 weeks ago

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    Description
    RaceTrac Company Overview


    Job Description:


    The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests.


    Responsibilities:

    • Provide high-level administrative support and assistance to executive team
    • Manage and maintain executive calendars through Outlook
    • Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
    • Oversee travel arrangements and logistics for executive team
    • Prepare executives expense reports, ensuring accuracy of account code designation
    • Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
    • Handle phone, email, and postal mail inquiries as needed and respond appropriately
    • Assist with special projects and research, including preparing summaries and reports
    • Oversee the day-to-day administrative operations of our office
    • Maintain a comprehensive inventory of office supplies and equipment
    • Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
    • Oversee and coordinate property maintenance and repairs
    • Manage office space, layout, and seating arrangements
    • Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
    • Develop ad hoc financial and operational reporting as needed

    Qualifications:

    • Bachelor's degree preferred
    • Minimum of 5+ years of prior administrative experience required
    • Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease
    • Meticulous attention to detail
    • Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)
    • Strong communication (written and verbal) skills
    • Excellent time management skills
    • Ability to deal sensitively with confidential material
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