Overview
Executive Assistant Jobs in Michigan, USA at Motion Recruitment
Our client is seeking an Executive Assistant to provide comprehensive administrative support to Partner-level executives, including managing schedules, coordinating travel, handling sensitive information, and assisting with HR-related tasks such as onboarding new staff. The office coordinator duties include maintaining office organization, managing visitor access, ordering supplies, and facilitating event planning for both company and community events. Additionally, the role involves supporting internal communication, coordinating meetings, and managing client relations.
This is a hybrid role in Boston, Massachusetts with a pay range of $80k – $100k.
Primary Duties and Responsibilities:
Administrative
Support multiple Partner-level executives
Schedule meetings and maintain calendars
Anticipate scheduling conflicts and prioritize meetings
Prepare and reconcile expense reports
Coordinate all aspects of travel arrangements for both domestic and international business travel including but not limited to booking flights, hotel and local transportation, and arranging passport/visa requirements if necessary
Manage travel profiles with all personal travel information and preferences
Correspond independently and professionally with team members and clients
Handle sensitive/confidential information requiring a high level of discretion
Develop good working relationships with team members at all levels of staff
Develop effective relationships with clients and their support staff
Coordinate meeting set-up; audio visual, meeting space, and materials
Performance Advisor Review Meeting Scheduling – during review months, schedule for each Partner and their designee
Maintain Partner Contacts – add new client contacts as they are flagged by Outlook
Other EA Tasks – manage monthly Partner benefit allotment, facilitate gifts to clients and staff, communicate with Partners’ significant others (if requested), passport renewal, etc.
HR Assistance – Onboarding of interns, new hires, and contractors
Office Coordinator
Manage visitor access and employee badge access through building security desk/department
Greet visitors, sign for packages, check mail, and create necessary shipments
Answer phones (low volume)
Office upkeep – keep clean, manage maintenance requests, water plants, organize files and supply closets
Facilitate ordering of office supplies – for general office needs, and groceries for the kitchen
Communicate with vendors and maintain inventory of office supplies
Coordinate with IT department to maintain inventory of supplies, and filter office requests
Place catering orders for meetings when needed – for client meetings, employee welcomes, company-wide trainings, and staff meetings, monthly SF office staff meetings
Recognition of employee birthdays, and significant life events
Event Planning –
Summer Intern Events: 3-4 specific outings outside of happy hours, including a day-long summer outing
Community Service Events: roughly 2-3 per year, as office desires
Location:
Boston Hybrid / 3 day WFH policy in place
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Title: Executive Assistant
Company: Motion Recruitment
Location: Michigan, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin), Business (Office Administrator/ Coordinator)
