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  • Job reference: RMS0207487

Executive Assistant

  • Sector: Oil & Gas
  • Location: Massachusetts
  • Job type: Contract
  • Date posted: 05/03/2019
  • Duration: 12 months
  • Time left:
    d h m s
    (16/04/19)
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The Role:
*** This role is located in Boston ***

The Executive Assistant will perform administrative duties for the President & CEO of the venture capital firm while maintain high level of confidentiality and assuring discreet handling of all business

Detailed responsibilities:
General
 Relieve management of administrative detail, all projects
 Coordinate work flow
 Update and chase delegated tasks to ensure adherence to schedule and progress to deadlines
 Take initiative in President's absence
Communication
 Compose correspondence/reports for own or President's signature
 Arrange essential mail in priority action order for President
 Check deadlines on incoming requests and follow up on distributed documents
 Research, draft or abstract reports as requested
Phone
 Arrange "callbacks" to protect President's time
 Provide back-up materials for callbacks
 Route calls elsewhere as needed
Appointments/Meetings
 Maintain calendar; ascertain which events require President's presence
 Make all necessary arrangements for meetings for the President and other executives.
 Fix commitments to maximize President's time efficiency; Allow decision/desk time
 When President chairs meetings - prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.
Visitors
 Screen to control interruptions
 Provide back-up data as needed
 Arrange amenities as needed
Travel
 Arrange travel for President and other executives through internal or outside agents
 Prepare itinerary, trip file and supplies
 Prepare expense report tools for President
 Complete expense reports after trip
Event Planning
 Organize and plan the events, arranging details as outlined by the President.
 Propose budget for approval of the President and maintain approved budget for the event.
Main Interfaces:
 Interact with internal and external Company partners / colleagues at all levels.
 Interact with external parties, including venture capital partners; colleagues at HQ and other advocacy entities.

Essential Skills / Qualifications:
 High School diploma - BS in Business Administration preferred
 Five years secretarial/administrative support experience and at least two years of executive secretary experience.
 Use office equipment such as computer, calculator, copy and fax machine
 Excellent verbal, written and interpersonal skills
 Knowledge of oil and gas terminology
 Working knowledge of Microsoft Suites, excellent spelling & grammar skills
 Bilingual English-Italian speaker highly desirable
 Multi-task oriented

Desirable Skills / Qualifications:
Oil and Gas industry experience is a plus
Working with International or Global Companies experience is a plus
Speaking Italian is a plus

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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