Executive Assistant/Office Manager

Boston, MA, USA Req #21
Friday, August 4, 2023
Boston Energy Trading and Marketing LLC (BETM), a Mitsubishi Corporation subsidiary, provides asset management & optimization services to owners of generation and energy storage in North America, and wholesale energy to retail power & gas suppliers. Our traders cover competitive power markets including New England, Midwest and Western markets. Driven by a fundamentals-based approach, our team develops and maintains electric-transmission, gas network and supply/demand models to inform market views for trading opportunities. BETM is a talent-based organization, focused on delivering superior performance for our customers and stakeholders. BETM has been optimizing our customers’ generation assets for over 35 years. Our current organization has its roots in Citizens Power, dating back to 1989 when Citizens obtained the first FERC power marketing license and market-based-rate authorization. Today, we are a wholly-owned subsidiary of Mitsubishi Corporation and part of the Diamond Generating family. The future of energy is bright and BETM continues its leadership role. 

This position is primarily responsible for providing administrative support to the CEO and must have a proven track record of supporting an executive and priorities while maintaining confidentiality and discretion. This role also serves as the office manager.

Reports to: CEO

The Executive Assistant will provide backup support to other managers as required. The incumbent will be required to be flexible, able to proactively prioritize daily and upcoming calendar needs, and diligently follow-up on outstanding issues without prompting.

  • Provides administrative support to the CEO, and others as requested
  • Ensures calendars are up to date "real-time" and changes are handled efficiently and promptly
  • Must handle confidential information with utmost professionalism
  • Excellent skills in Microsoft Office Suite
  • Able to put together presentations that will be used in high level executive meetings and communications.  Materials must be professional, creative and accurate
  • Interfaces and integrates with others to ensure smooth scheduling of meetings and calls with management teams
  • Manages all travel requirements and expense statement preparation for President and other assigned department members
  • Sorts daily mail; processes payment of invoices from vendors; provides budget support: organizes copies and other details for meetings; performs filing;
  • Point person for maintenance of kitchen and common areas, mailing, shipping, supplies, equipment, and errands
  • Assists with special projects as required including business errands that involve traveling to various vendors or venues
  • Provide limited personal support
  • Ability to plan ahead and proactively organize schedules, meetings, and events
  • Partner with HR to maintain office policies as necessary
  • Coordinate with IT department on all office equipment
  • Manage relationships with vendors, service providers and landlord
  • Manage contract and price negotiations with office vendors and service providers
  • Provide general support to visitors
  • Design and implement filing systems
  • Ensure filing systems are maintained and current
  • Establish and monitor procedures for record keeping
  • Design and implement office policies and procedures
  • Oversee adherence to office policies and procedures
  • Maintain a safe and secure working environment

  • Minimum 4 years of providing administrative support in a corporate environment
  • Minimum 2 years of providing administrative support at an executive management level
  • High school diploma or GED equivalent.
  • 4 year degree in a business related field preferred.
  • Must be a planner and self-motivator
  • Overtime may be necessary on occasion
  • Proven track record of providing outstanding support to executive management

  • Ability to maintain confidential information 
  • Excellent interpersonal skills
  • Excellent written and oral communication skills are required
  • Detail oriented and accountability
  • Excellent time management skills and ability to multi-task and prioritize work
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Superior organizational skills are an absolute must

Executive Assistant key skills & proficiencies:
  • Communication
  • Problem Solving
  • Decision Making
  • Planning and Organization
  • Time Management
  • Attention to Detail
  • Initiative
  • Integrity
  • Adaptability
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard, reach, stoop, kneel to stock office supplies.
  • Specific vision abilities required by this job include close vision requirements due to computer work.
  • Light to moderate lifting is required for office and breakroom supplies.
  • Regular, predictable attendance is required; including driving during business hours if demands dictate.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Moderate noise (i.e. business office with computers, phone, and printers, light traffic).
  • Ability to work in an open office environment.
  • Ability to sit at a computer for an extended period of time.

Other details

  • Pay Type Salary
Location on Google Maps
  • Boston, MA, USA