Executive Assistant

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the President and Chief Financial Officer (CFO). This role requires a detail-oriented professional who can effectively manage administrative tasks, coordinate schedules, handle confidential information, meet deadlines, and ensure seamless day-to-day operations. The ideal candidate will have excellent communication skills, the ability to multitask, and a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency. The Executive Assistant must be adaptable, resourceful, and able to thrive in a fast-paced and dynamic environment while maintaining a high level of professionalism.

Key Responsibilities:

• Calendar & Travel Management: Manage complex calendars, schedule internal and external meetings, and coordinate detailed travel arrangements for the President and CFO.
• Communication & Documentation: Draft, edit, and proofread correspondence, communications, presentations, and other business documents with accuracy and professionalism. Review and prioritize information and inquiries received for the consideration of the President and CFO, establish contacts from both inside and outside the company, and address and answer inquiries and solicitations with attention to procedural controls and organizational sensitivity.
• Meeting Coordination: Plan and coordinate executive meetings, including agenda preparation, logistics, taking detailed meeting minutes, and tracking follow-up action items.
• Preparation & Research: Ensure the President and CFO are well-prepared for meetings by providing relevant materials, background information, and briefing notes in advance.
• Stakeholder Management: Serve as the primary point of contact for internal and external stakeholders on behalf of the President and CFO, fostering strong relationships.
• Confidentiality & Discretion: Handle sensitive information with the highest level of confidentiality and professionalism.
• Project Support: Assist with strategic initiatives, special projects, and cross-functional collaborations as assigned by the President and CFO.
• KPI Dashboard Management: Partner with leadership team members to prepare business KPI dashboards, performing minor calculations and data sourcing, to update the President and CFO on the state of the business.
• Expense Management: Prepare and submit expense reports, track reimbursements, and assist with budget monitoring as needed.
• Office & File Organization: Maintain organized files, records, and documentation (digital and physical) to ensure accessibility and compliance with company policies.
• Process Improvement: Identify opportunities to enhance efficiency in administrative processes and implement best practices to optimize executive support.
• Event Coordination: Plan and manage logistics for executive offsites, team retreats, and corporate events as required.
• Technology & Systems Management: Leverage technology and office productivity tools to streamline executive workflows, scheduling, and document management.

Qualifications & Skills:

Education: Bachelor's degree preferred, or equivalent experience.

Experience: Minimum of 5 years of experience supporting senior executives in a fast-paced corporate environment.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Experience with video conferencing platforms, and business intelligence tools is a plus (e.g., Teams, Power BI).

Soft Skills:

• Exceptional organizational and time-management abilities, with keen attention to detail.
• Strong written and verbal communication skills, including professional email etiquette.
• High level of discretion, integrity, and professionalism when handling confidential matters.
• Ability to work independently, prioritize tasks, and manage multiple deadlines effectively.
• Proactive problem-solving mindset with the ability to anticipate needs and take initiative.
• Strong interpersonal skills to interact effectively with executives, clients, and team members.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Equal Employment Opportunity Policy

BOND has a culture of and is committed to treating its employees with dignity and respect and maintaining a work environment that lives by its core values: Integrity, Commitment, Teamwork, Innovation, and Excellence.

BOND is an equal opportunity employer and abides by the requirements of the Americans with Disabilities Act (ADA) and we are committed to accommodating those with disabilities. We prohibit discrimination and harassment of any type and afford equal employment opportunities to employees and applicants without regard to race, color, religion, sex/gender, national origin, age, disability, ancestry, veteran status or military obligations, sexual orientation, reproductive health decision making, genetic information, protective hairstyles, domestic violence experience or any other characteristic protected by federal, state or local laws.

If you need assistance or accommodation due to a disability, you may contact us at humanresources@bondbrothers.com or at 617-387-6400.