Executive Assistant

Mission Summary

Executive Assistant to the Chief Strategy Officer (CSO) and General Counsel (GC). Motional is seeking a talented, forward thinking, Executive Assistant to support the CSO, GC and a team of Vice Presidents. You will provide high-quality administrative and clerical assistance to top-level executives. The Executive Assistant’s main duties include scheduling meetings, making travel arrangements, completing expense reports, and organizing complex daily calendars.

To be successful in this role, you should be a strong partner, proactive, meet deadlines, and communicate effectively. Our ideal candidate also has 5+ years of previous experience as an Executive Assistant and is familiar with office management technologies. Ultimately, you should be able to identify and address the needs of C-level and VP executives and perform administrative tasks to ensure our company’s workflow runs smoothly. Limited travel will also be required. 

The Motional global headquarters are located at 100 Northern Avenue in Boston, MA. Nestled in the bustling Seaport district with sweeping views of Boston Harbor and downtown Boston, the offices are located close to major transit lines and a quick walk to various restaurants and popular attractions.

What you'll be doing:

• Provide in-office support for CSO, GC, and 2 VP’s - Boston-based
• Represent the executive(s) office in a pleasant and professional manner at all times
• Coordinate daily calendars for the CSO, GC and two supporting VPs
• Make travel arrangements, including airfare, hotel, and black car service
• Be comfortable scheduling within multiple different time zones
• Assist the executive(s) in meeting preparations, includes ordering supplies and food
• Manage invoices and expense reports
• Collaborate with other Executive Assistants/Administrative teams to coordinate shared executive meetings as well as events
• Assist with planning department and corporate events as needed
• Act as the point of contact between executives and employees/clients
• Create regular presentations as needed
• Attend meetings when necessary and prepare meeting summaries for distribution
• Respond promptly to managers’ queries
• Facilitate internal communication (e.g. distribute information and schedule presentations) 
• Partner with onsite facilities teams to ensure adequate support and coverage is maintained 
• Serve on company committees to help foster positive and inclusive morale 
• Work independently and with a team on different projects 
• Ad-hoc duties upon request

What we're looking for:

• 5+ years of related experience supporting C-level and Vice President executives
• Adapts well to changing plans and priorities; comfortable dealing with ambiguity 
• Knowledge of office procedures
• Experience with office management systems, and Google Suite of office products
• Expertise with Google online calendars 
• Strong communication skills (via phone, email, and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively, and prioritize work 
• Have a solution oriented, ‘can-do’ positive attitude and remain steady under pressure
• Position may require travel up to 10%

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, talk, or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds.

Working Environment:

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is regularly exposed to a standard office environment; including office equipment, outside weather conditions, vehicle traffic and pedestrian traffic. The noise level in the environment is low to moderate.

Motional AD LLC  is an Equal Employment Opportunity employer and we welcome all qualified applicants. All applicants will receive impartial consideration without regard to race, sex, color, national origin, age, disability, veteran status, genetic data, religion, gender identity, sexual orientation or other legally protected status. Motional AD LLC is a Drug-free workplace.