JOB TITLE: Executive Assistant / Project Administrator
**TOP 3 SKILLS:**
LOCATION: Preferred location of the Boston Seaport office and/or Bedford MA.
DURATION: Direct Hire
RATE RANGE: $102,000 - $116,000
POSITION SUMMARY:
Executive Assistant to CIO & Project Administrator to provide executive support for the Chief Information Officer and her team. This role will also provide project administration support for a variety of IT related projects including an ERP transformation project. The ideal candidate demonstrates exceptional energy and problem-solving competencies to support the IT organization. This exciting role requires attention to detail, the ability to multitask while meeting deadlines, great organizational skills, and the ability to juggle multiple requests. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. The successful candidate will possess the ability to identify and complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action.
RESPONSIBILITIES:
This role will be responsible for providing general administrative support for the CIO. Be a trusted partner and provide overall administrative support to the Chief Information Officer.
Calendar Management: Manage the calendars for internal team meetings, project meetings, and corporate development meetings. Be creative and flexible to address urgent scheduling requests for the business.
Calendar Management: Collaborate closely with the Executive Assistant team to synchronize and schedule executive-level priority meetings, product executive debriefs and reviews, team, and cross-functional project meetings. Maintain and re-balance cadence of all meetings.
Team Coordination: Provide ancillary support to the Executive Assistant team and other corporate functions in the office, as necessary.
Team Coordination: Create and maintain department distribution lists. Draft and send communications upon request.
Travel Management: Assist with the planning, scheduling, and booking of domestic and international travel - in partnership with the Company’s preferred travel services firm. This includes travel visas, car service arrangements, hotel accommodations, meal/restaurant reservations, meeting logistics/agenda preparations as well as working with our global team to make any arrangements needed when they arrive. Execute changes along the way i.e.: flight changes, cancelations etc.
Expense Reporting: Ensure timely filing of expense reports on behalf of the CIO.
Other: Manage phone, email, and postal mail inquiries as needed and respond appropriately.
Primary IT Project Administration Responsibilities Provide project administration support including meeting scheduling, milestone deliverable follow-up, stakeholder management and general project management support for a variety of IT projects including an ERP transformation project.
Maintain project data and reporting including the preparation of PowerPoint report out materials.
Cultivate and manage relationships with project participants, both internally within the IT organization and across the Novanta enterprise.
Manage project team support needs to help ensure milestone deliverables are met.
Act as point of contact between the CIO and IT project team members
QUALIFICATIONS: +3 years’ experience as an Executive Assistant or Project Administrator in a fast-paced corporate environment.
Experience managing calendars, coordinating travel, event planning and presentation preparation.
Experience interfacing with executive leaders with the professional demeanor to convey credibility and de--escalate problem areas that arise.
Excellent communication skills, both written and verbal, with demonstrated discretion with sensitive information.
Strong skills in critical thinking, organization, time management, and attention to detail.
Excellent written, verbal, and strong interpersonal skills
Wide breadth of mental agility and creativity, including strong problem-solving instincts and capabilities.
Self-starter with the demonstrated ability to work in a fast-paced unstructured atmosphere.
TRAVEL REQUIREMENTS:
BENEFITS SUMMARY: Individual compensation is determined by skills, qualifications, experience, and location. Compensation details listed in this posting reflect the base hourly rate or annual salary only, unless otherwise stated. In addition to base compensation, full-time roles are eligible for Medical, Dental, Vision, Commuter and 401K benefits with company matching.
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