Job Description

Executive Assistant

Job Purpose

The Executive Assistant (EA) plays an essential role in the support and success of 2 Executive Team leaders (e.g., Chief Marketing Officer, Chief Corporate Affairs Officer) and the Senior Vice Presidents within those functions. The EA must possess critical thinking skills, remain adaptable, thrive in a fast-paced environment, and perform complex and diverse duties in support of the leadership team. The EA will also collaborate with other EA’s and senior executives, providing advanced administrative support for multiple programs and projects.

This role will be located at our Support Center in Newton, Massachusetts and will be in office 3 days per week.

Duties & Responsibilities

The primary responsibilities of this job include, but are not limited to:

• Manage complex business and personal calendars for multiple senior level leaders
• Plan and prepare travel arrangements (air/hotel/car), domestic and international, that comply with Company policy
• Coordinate invitations for meetings and conference calls and resources, including video setup and conference room reservations
• Prepare, submit, and track expense reports
• Exercise independent judgment or decision making while the executives are absent, as situations require
• Assist in presentation preparation, researching and compiling data as needed, relative to Panera and outside activities.
• Prepare PowerPoint presentations using advanced audio/video insertions, transitions, and animation
• Generate, compose and edit business and personal letters, emails, memos, and proposals
• Collect, compile, and prepare materials concerning budgets, statistical data, historical information, personnel data, or specialized information upon request
• Coordinate internal and external meeting requests, including but not limited to booking rooms, making photocopies, ordering meals, set-up/clean-up of meeting space, negotiating hotel room/banquet pricing, arranging conference facilities, coordinating ground transportation, and coordinating audio visual equipment setup
• Act as project administrator and team member for various initiatives Prioritize and handle all communications with discretion and confidentiality
• Respond to inquiries/requests on behalf of the executives
• Advise executives of pending circumstances or events which have influence on Company policy
• Perform basic administrative duties including ordering office supplies, processing invoices, answering telephone calls, responding to emails, and attending to paper mail/deliveries
• Acquire in-depth knowledge of company policies and procedures for smooth day-to-day functioning of company.
• Act as an ambassador on behalf of company and senior leader demonstrating our cultural values and behaviors Performs other job-related duties as assigned

Qualifications (Education & Experience)

Qualifications include:

• 3+ more years’ experience in the support of senior-level executives
• Advanced knowledge of Microsoft Office, including Excel, Word, PowerPoint, Access, and Outlook
• Extensive meeting planning and travel arrangement experience
• Works well in a collaborative/cross-functional environment; willing to roll up sleeves to help other EAs when needed
• Advanced scheduling and planning skills with the ability to prioritize and be flexible while performing multiple, highly complex administrative tasks.
• Must be extremely detail oriented
• Ability to communicate to the executive team and board members via written and verbal communication
• Excellent problem-solving skills combined with curiosity and determination to find resolutions
• Proven track record of success navigating large, complex corporations, preferably multinationals.
• Strong sense of cultural awareness
• Education Level: Two or Four-Year College Degree

Working Conditions

• Required travel – 10% travel to St. Louis office or other areas as needed. Mainly local travel within the Boston area as needed

Physical Requirements

• While performing this job, the incumbent is regularly required to stand, sit, talk hear & use hands and fingers to operate keyboards

Direct Reports

• N/A

Competitive Pay: $83,686 - $100,423 annually

The actual pay offered will be determined by multiple factors, including but not limited to the candidate’s relevant experience, job-related knowledge, skills, and geographical location. Individual compensation decisions are dependent upon the facts and circumstances of each position and candidate.

Newton Support Center