Executive Assistant - Boston, United States - Shawmut Design and Construction

Shawmut Design and Construction Boston, United States

2 weeks ago

Description

Overview

At Shawmut, you will have the opportunity to own your career and deliver impact within our culture of ownership and innovation focused around providing the gold standard of client service for the world's most recognizable and elite brands and institutions.

We are looking for someone with a great attitude with a strong client focus, and the ability to work in a collaborative environment to join our team.

We're proud that the culture we've built as a 100% employee-owned company as we have been recognized with over 70 Best Place to Work awards-including Best Workplace by Fortune Magazine three years in a row, Fortune Best Workplace for Women, Fortune Best Workplace for Millennials, Great Place to Work's Best Workplace for Parents, and one of America's Best Employers by Forbes.

Here's a glimpse into what we are offering:

Competitive base salary and an annual bonus
Health, Life, Long/Short Term disability, Dental and Vision insurance
Shawmut Flex - we have offered a flexible work remote environment for years and we encourage a flexible work environment that meets the business needs
401K with Match
Generous Paid Time Off policy (Including vacation, summer Fridays, holidays, personal sick and volunteer day - which we can explain at time of interview)
ESOP - be an employee owner
The Extras: cell phone, laptop, tuition reimbursement, discounted gym membership, pet insurance, auto & homeowner (mortgage network & insurance savings) and many more

We are looking for an Executive Assistant to work with our Chief Financial Officer *Please note: this role works out of our Boston office.

This person will provide high level administrative support to our CFO by leveraging time, managing priorities, executing tasks and maintaining support availability, ensuring the executive can maximize his or her effectiveness.

In accomplishing this, the Executive Assistant is responsible for relationship management and serving as a liaison for those being supported as well as the department/region and the organization.

Responsibilities

Maintains Executive's calendar and daily schedule ensuring Executive is prepared for all meetings.
Drafts letters, emails, reports and other correspondence as required on behalf of the Executive. Maintains confidential files.
Attends meetings as requested to take and distribute minutes and follow-up on action items.
Arranges business travel and manages expense reporting and reimbursements in a timely manner.
Prepares materials, presentations and reports ahead of business trips and meetings.
Coordinates meetings both internally and externally including scheduling, response tracking, preparing agendas, coordinating AV and technology requirements, ordering catering, etc.
Works to minimize expenses through competitive vendor selection, accurate budgeting and proper coding of invoices and expense reports.
Assists with monitoring departmental budget and account balances as needed.
Trains and onboards new Executive Assistants and Administrative Assistants as required.
Provides back-up to support to other group Executive Assistants.
Communicates with managers and staff outside the department and across functions and other business units. May communicate with outside clients and vendors.
Coordinates and implements special projects. Serves on internal committees as requested.

Qualifications

A minimum of 5 years' experience working as an Executive Assistant
Experience supporting a c-level Executive, ideally in a Finance.
Bachelor's degree in related field is required or an equivalent combination of additional experience and/or training will be considered.
Excellent communication skills and diplomacy to interact and communicate effectively with internal and external contacts.
Exceptionally organized to multitask, prioritize and meet deadlines and schedules; must be able to keep others organized and on track.
Good critical thinking skills and demonstrated comfort and ability to work independently once given direction.
Demonstrated initiative, follow through, resourcefulness, efficiency and attention to detail.
Strong working knowledge of MS Office (MS Word, Excel, PowerPoint).

We look forward to hearing from you

Shawmut prohibits discrimination against any staff member or applicant on the basis of race, color, sex, sexual orientation, gender identity/expression, age, religion, national origin, marital status, veteran status, pregnancy, physical or mental disability, genetic information, disability, creed, citizenship status, or any other legally protected characteristic.

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