Job Description

Executive Assistant

Hybrid in Acton, MA. 3-4 days/week on site

We are seeking a highly organized and proactive Executive Assistant to support multiple Vice Presidents (VPs) within the Human Resources organization. The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks. This role requires strong communication skills, a high level of discretion, and the ability to work independently. As a key representative of the HR team, the role requires a positive presence including flexibility, adaptability and someone who contributes positively to team culture.

Key Responsibilities:

• Scheduling and Calendar Management; Coordinate and manage the VPs' calendars, scheduling meetings, appointments, and conferences. Ensure efficient time management and prioritize requests based on urgency and importance.
• Travel Arrangements: Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
• Expense Management: Manage corporate card expenses. Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
• Meeting Coordination: Organize and support logistics for on-site and virtual meetings within MS Teams, Webex or Zoom, including preparing agendas, taking minutes, and following up on action items Provide on-site event support.
• Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
• Invoice Processing: Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
• Perform other duties as assigned.
• Prepare materials including presentations, correspondence, create and update spreadsheets, reports

Qualifications:

5+ years as an Executive Assistant or similar role supporting senior leaders; experience in HR or a corporate environment preferred.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams, Zoom and Webex).

Experience with Concur and SAP systems is highly desirable.

Strong organizational and time management skills. Ability to prioritize tasks, maintain accurate schedules, and consistently meet deadlines in a dynamic environment.

Excellent verbal and written communication skills. Proven experience conveying information clearly and professionally in meetings, presentations, and correspondence.

Ability to handle confidential information with discretion.

Strong attention to detail and problem-solving abilities.

Team oriented with superior interpersonal skills a track record of collaboration

Ability to work independently and manage multiple priorities in a fast-paced environment. Comfortable taking initiative, adapting to shifting priorities, and delivering results with limited supervision.

Bachelor's degree or equivalent experience preferred

Some travel may be required

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at employeeservices@apexsystems.com or 844-463-6178.

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