Job Description
Job Description
We are looking for a highly organized and proactive Executive Assistant to join our team in Boston, Massachusetts. This is a contract position offering the opportunity to support critical initiatives aimed at closing the digital divide and enhancing broadband access. The ideal candidate will excel in program coordination, stakeholder management, and administrative support, ensuring seamless operations and communication.
Responsibilities:
• Collaborate with division staff and departments to manage program and grant lifecycles, including communication, solicitations, stakeholder engagement, and documentation such as invoices, contracts, and reports
• Maintain and update the stakeholder database, ensuring accurate tracking and streamlined coordination
• Oversee calendar and schedule management, arranging in-person and virtual meetings, as well as travel plans, while prioritizing competing needs
• Contribute to event planning activities related to broadband and digital equity, from initial coordination to on-site execution
• Provide project coordination support by managing assigned tasks, tracking deadlines, and preparing reports or presentations
• Prepare materials for meetings, take detailed notes, and follow up on action items to ensure timely completion
• Organize and maintain program documents, online folders, and databases to guarantee easy access and clear organization
• Assist with correspondence and communication tasks, including conference calls and stakeholder outreach
• A minimum of 5 years of experience in an executive assistant or similar role
• Proficiency in tools such as ADP Financial Services, Cisco Webex Meetings, Concur, CRM systems, and Kronos Timekeeping
• Strong skills in calendar management, communication, and correspondence
• Experience with coordinating conference calls and managing schedules for multiple stakeholders
• Familiarity with About Time and other timekeeping solutions
• Exceptional organizational abilities and attention to detail
• Ability to handle sensitive information with discretion and professionalism
• Proven track record of managing competing priorities and delivering results in a fast-paced environment