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Executive Assistant - US - McLean, VA

BackOffice Associates, LLC is a worldwide leader in information governance and data migration solutions, focusing on helping customers manage one of their most critical assets – data. Our company’s range of products, built on a revolutionary platform, address the needs of business users seeking to unlock the value of their data assets. BackOffice Associates’ products and services enable organizations to accelerate growth, gain actionable visibility and reduce risks. Founded in 1996, BackOffice Associates has an unparalleled record of success in the most complex data environments across a variety of industries. Customers include many Fortune 1000 companies including Eli Lilly, Kraft and Dow Chemical. BackOffice Associates is a global corporation headquartered in Massachusetts with additional offices in the U.S., Australia, Europe and Asia. We are looking for energetic, self-directed, committed and goal- oriented individuals with the desire to join a world-class organization.

 

Position Summary

The Executive Assistant is responsible for overall front office activities including the reception area, supplies areas, mail, purchasing requests, budgets and the coordination of facilities maintenance. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment. The Executive Assistant is also responsible for directing and coordinating office services and related activities with the goal of maximizing the utilization of services and equipment. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior executives is imperative. This position is located in the Executive office and will include providing support to executives as needed.

 

Primary Responsibilities:

  • Act as primary administrative support for Executive office
  • Plan and coordinate internal/external meetings and events with customers and/or employees
  • Maintain the reception area to include greeting guests, answering phones and mail distribution
  • Act as a liaison for executive’s direct reports
  • Attend meetings taking notes as needed and follow-up on outstanding agenda items
  • End to end travel coordination with our Corporate Travel department
  • Compile receipts to file expense reports and track reimbursement status
  • Create document drafts, provide proofreading and editing for various forms of office communication
  • Coordination of interoffice and external mailings, including high priority and company confidential materials
  • Assemble and track vendor invoices for all office functions and submit to A/P for processing
  • Manage outside vendors that maintain the office facilities/ equipment and communicate related service schedules
  • Obtain best pricing when purchasing office supplies and office equipment for the office in accordance with company purchasing policies and budgetary guidelines
  • Carry out office space management directions as determined by the CEO
  • Maintain key access cards to the suite as well as the paid parking passes
  • Create and maintain a procedural manual for this position
  • Take on special projects as requested

 

Qualifications:

  • Associate’s Degree in Business Administration or related field, 10+ years’ experience acceptable in lieu of degree
  • 5+ years of progressive experience in administrative assistance roles
  • Advanced knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Experience using Skype, Zoom, Google Hangouts or other video/audio communication platforms
  • Experience with heavy calendaring and rescheduling across differing time zones
  • Flexible, poised under pressure, and the ability to switch gears at a moment’s notice
  • Positive, proactive and able to consistently exercise great judgment
  • Excellent communication skills, both written and verbal
  • Strong planning and organizational skills with an ability to prioritize and anticipate
  • Superior attention to detail and follow through on tasks
  • A natural problem solver with a genuine interest to learn by helping
  • Strong work ethic and self-motivated
  • Exceptional relationship building skills, the ability to exercise good judgment in a variety of situations
  • Excellent interpersonal skills, ability to handle different personalities and working styles
  • Ability to maintain confidentiality of highly sensitive information
  • Ability to lift approximately 15 -20 lbs
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    BackOffice Associates, LLC offers a generous benefits package that includes medical, 401k, long term disability, life insurance and a paid time off program.

     

    If you are interested in this or any one of the exciting career opportunities at BackOffice Associates®, please go to www.boaweb.com and view our Careers section, where you should complete the on-line application process.

     

    #BOAPOST

     

    BackOffice Associates, LLC is an Equal Opportunity Employer

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