Executive Assistant/Office Manager

Data Axle is a leader in data solutions that drive meaningful connections between companies and people. We harness data, AI, and technology to create authentic, personalized experiences to improve our clients’ business performance. Recognized for delivering innovative B2B and B2C solutions and exceptional service for more than five decades, our global team is dedicated to helping businesses and nonprofits of all sizes thrive.  We are currently seeking an Executive Assistant.

This position is responsible for performing high-level administrative, secretarial, and general office work to assist and support senior executives. This position also coordinates and manages small projects as needed for the group. including day-to-day support of the Boston office and its on-site operations.

Essential Job Functions:

1. Provide support on essential administrative duties, including arranging appointments, travel, meetings, and conference calls.
2. Provide phone, mail, and email coverage as necessary, using discretion. Draft responses or replies when necessary.
3. Assist with the development of presentations, letters, and other materials. Coordinate daily workflow to ensure that deadlines are being met.
4. Design and type general correspondence, memoranda, charts, tables and graphs.
5. Support Boston office operations, including daily office maintenance tasks such as overseeing mail, ordering and stocking supplies, managing office equipment, and ensuring the workspace is organized and functioning smoothly.
6. Coordinate on-site logistics for office visitors, candidate interviews, client meetings, and internal team meetings. Serve as the primary point of contact for guest arrivals and room preparation.
7. Assist with client-facing communication and provide on-site support to ensure a professional environment for meetings and presentations.
8. Proofread copy for spelling, grammar and layout, making appropriate changes.
9. Coordinate off-site division and department meetings. Arrange use of conference rooms or outside facilities.
10. Create and maintain division or department organizational charts.
11. Maintain project files.
12. Handle and maintain confidential and non-routine information.
13. Continually research and implement best practice for administrative protocols.
14. Provide proactive communications to all associates and management pertaining to deadlines, announcement, and potential issues.
15. Monitor and communicate the progress of overall assignments and make adjustments when deviations in plan occur
16. Provide administrative support to all individuals within the facility working with them to meet their objectives and complete their requests.

* Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The function is considered essential if the reason the position exists is to perform that function.

Supportive Job Functions:

1. May work on various special projects involving budgets or preparations for senior management meetings.
2. May provide guidance to department managers on policies and procedures.
3. Perform other miscellaneous duties as assigned by management.

*These tasks do not meet the Americans with Disabilities Act definition of essential job functions and usually equal 5% or less of time spent. However, these tasks still constitute important performance aspects of the job.

1. Strong knowledge of PC software with strong skills in word, grammar, and professional business communications.
2. Ability to communicate with individuals at all levels in the Company and with various business contacts outside of the Company in an articulate, professional manner.
3. Proactive problem solving skills
4. Ability to function in a team environment or independently with strong interpersonal and technical skills.
5. Ability to display self-initiative and assertiveness, and work without supervision on highly complex projects.
6. Ability to prioritize and handle multiple tasks with attention to detail and excellent follow-up skills.
7. Ability to make decisions in sensitive and sometimes critical areas and communicating decisions to appropriate individuals.
8. Ability to handle classified and highly confidential information in a professional manner

1. Bachelor's degree or equivalent is preferred.
2. 10+ years experience supporting C Suite Executives.
3. Customer service experience is preferred.