Smith Harvey Associates

Executive Assistant

Smith Harvey Associates - Hopkinton, MA

JOB TITLE: Executive Assistant



SUMMARY: Provides administrative support to the President/CEO and the Executive Team.



  • Maintains executive’s appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel
  • General office management duties including ordering office supplies, ordering business cards, scheduling cleaning services and coordinating office maintenance services
  • Reviews and responds to daily internal/external mail and overnight packages
  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls via TEAMS
  • Composes, types, proofreads and distributes professional correspondence and memoranda, E- mails, using individual initiative and as assigned
  • Meets and greets visitors in a courteous and professional manner
  • Takes minutes during Executive Team meetings
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials and reserving and preparing facilities
  • Conducts research; Creates spreadsheets and PowerPoint presentations
  • Plans company events, including catering, hotels, travel, entertainment
  • Interfaces with building manager on getting needed Building Management issues addressed
  • Proactively establishes and maintains highly organized filing system; files correspondence, NDAs and other record
  • Proofreads website pages, etc.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
  • Performs general clerical duties including but not limited to filing, photocopying, and mailing
  • Assists with special projects and performs other related duties as assigned by management
  • Trade show duties: maintain spreadsheet of event dates, confirm attendees, confirm sponsorship needs, assist with shipping booth and other items, book travel arrangements, book registrations.



    • Associate's degree (A.A.) or equivalent, ten years related experience, or equivalent combination of education and experience.
    • Excellent verbal and written communication skills.
    • High skill level in Microsoft Office, experience with Concur.
    • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
    • Acute attention to detail.
    • Ability to work on complex projects with general direction and minimal guidance.
    • A proactive approach to problem solving with strong decision-making skills.
    • Creative, flexible, and innovative team player.
    • Strong organizational and analytical skills; able to manage priorities and workflow.





  • Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
  • Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  • Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  • Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
  • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Motivation – A self-starter who manages responsibilities and commitments clearly. Measures performance against successful achievement of defined goals and objectives.


Posted On: Wednesday, June 15, 2022
Compensation: 80K plus bonus

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