Executive Assistant

JOB SUMMARY:The Executive Assistant is an important part of the Administrative Support Team who provides services essential to the mission of the organization and the day-to-day-operations. The Executive Assistant also supports the activities of the Executive's office in maintaining good relations with partners, colleagues and other organizational contacts made in the normal course of conducting CareQuest Institute's operations. The Executive Assistant provides professional administrative and function support in a variety of areas including handling and responding to all inquiries related to that office, managing executive schedules, client meetings, drafting and typing general correspondence, and project management. While part of a cohesive team, this individual acts independently and with limited supervision to maintain smooth functioning of the department they support.PRIMARY JOB RESPONSIBILITIES:Manages the day-to-day administrative affairs of the Executive's office, scheduling all appointments and other commitments, and providing the Executive with background information andor supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.Maintains an efficient flow of information between internal and external contacts on a wide spectrum of the organization's plans and priorities.Processes incoming correspondence received for the executive, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions andor suggestions for preparation of a reply.Reviews, proofreads, and formats all correspondence prepared for the Executive's signature to ensure accuracy and completeness, etc. as well as consistency with organizational policy. Follows up with staff to ensure deadlines are met. Reviews other prepared documents requiring the Executive's signature, such as purchase orders, leave requests, expense reports, contracts, etc.Makes and reviews all travel arrangements; prepares the itinerary, confirms lodging and transportation, and processes travel anizes and facilitates details of in-person meetings such as meeting rooms, lunches, and teambuilding activities.Records and transcribes minutes of meetings and prepare materials or copies for discussions andor meetings as needed.Maintains knowledge of company organization and overall policies, clients, and operations.Handles sensitive and non-routine information with confidentiality and organization, maintain files and records as applicable.Greets visitors and clients, providing a seamless experience in the office.Act as a project manager for special projects as needed, both within the Administrative Support Team as well as for the department being supported.JOB QUALIFICATIONS:Required:Must be able to commute to the office (Boston MA)Associate degree preferred5+ years related experience including executive assistance experience.Ability to work independently, exercising judgment within generally defined practices and policies.Professional demeanor.Excellent communication skills, both written and oral.Sound judgment in maintaining confidentiality of information.Ability to interact and communicate with individuals at all levels of the organization.Ability to stay organized amidst frequent interruptions.Ability to work calmly under pressure.High competency level with various PC applications (Microsoft Outlook, Word, Excel, and PowerPoint).Attends additional training as requesteddeemed necessary.PHYSICAL DEMANDS:Must be able to communicate effectively.Manual dexterity and sitting is required in carrying out position own position responsibilities (i.e. use of personal computer).Ability to travel or move about within and outside serviced facilities required.Ability to work primarily in the office.The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform this position.** In accordance with CareQuest Institute for Oral Health's Compliance Plan, all employees must conduct CareQuest Institute for Oral Health business and activities in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to CareQuest Institute for Oral Health's designated Compliance Officer. **CareQuest Institute for Oral Health's Affirmative Action Program affirms our commitment to make reasonable accommodation for known physical or mental limitation of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business and activities. Please see Human Resources for additional information regarding this program.

Created: 2025-02-22