Executive Assistant

Hybrid position.
Monday and Friday remote unless asked otherwise.
Tue-Thu is remote in general.

Job Title: Executive Assistant

Division / Function: Business Operations NA

Manager (Name, Job Title): VP, Business Operations & Chief of Staff, North America

Location: One Main Street, Cambridge, MA Summary / purpose of the position As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the VP of Business Operations, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf. Main responsibilities / job expectations The general job responsibilities assigned to the Executive Assistant are as follows: Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise Preparing, submitting, and tracking expense reports for VP, and direct reports, as necessary Creating commitment requests and POs, executing goods receipts for work performed/completed, and processing invoices in K2 for BOS team Uploading fully executed agreements/contracts into iCAP Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning team meetings/offsites, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings Coordinating small and large meetings and events, both on and off-site, in collaboration with EAs from other functions, as appropriate Preparing and managing documents; drafting, editing, and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations) Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents Creation of power point presentations to be used at team meetings (onsite and offsite) based on guidance from BOS leadership team Performing additional duties and assigned projects to achieve overall business objectives Knowledge, abilities & experience

Education / Certifications: High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred

Experience: Prior experience as an Executive Assistant to high level executive, at least 3 to 5 years Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business Prior experience working with a matrixed organization Demonstrated experience managing multiple travel arrangements while planning all aspects of complex meetings, on and off-site

Languages: English Key Technical Competencies Required Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint) Knowledge of teleconference equipment (Microsoft Teams) or other related software A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity Experience with Concur is preferred Strong communication skills Ability to see the big picture, while keeping an eye on the detail Availity to represent the company and the site VP in a highly professional manger Ability to take initiative with a positive attitude in all circumstances Flexible; independent problem solving and self-direction Able to work from our Cambridge MA HQ on a hybrid basis, including a mix of remote and in-office working