Senior Administrative Assistant

Senior Administrative Assistant

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.

Administrative Assistant to our Chief Strategy Officer (CSO) and Chief Financial Officer (CFO). The Admin Assistant will provide high-quality administrative and clerical assistance to top-level executives. Main duties include scheduling meetings, making travel arrangements, completing expense reports, and organizing and coordinating complex daily calendars. These two Executive positions have frequent high profile external visitors requiring support to execute a professional level visit. These Executives are ex-pats from our primary investor, Hyundai Motor Group, in Korea. The majority of our external visitors are also from Hyundai Motor Group. As a result, this position requires Korean conversational skills to best support our Corporate Headquarters and be a key asset to our current administrative team.

In addition to supporting these two Executives, this role will serve as a back up to our Workplace Experience position (WEX). The WEX role is responsible for creating a great place to work and providing high-quality customer service to both internal and external customers. They sit at the front desk managing badges and greeting new hires and guests. They also stock the kitchen with needed snacks and maintain office supplies. They ensure smooth running operations and will require back up when out sick, on vacation, or occasionally an extra set of hands at peak times.

What you'll be doing:

• Provide in-office support for CSO and CFO- Boston-based
• Represent the executive(s) office in a pleasant and professional manner at all times
• Coordinate daily calendars for the CSO and CFO
• 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 food and coordinating office supplies for workshops
• 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' and Motional employee queries
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Partner with onsite facilities teams to ensure adequate support and coverage is maintained
• Be back up to our current WEX role during peak times, when sick or on vacation- this includes front desk support and maintaining office and kitchen supplies
• 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:

• 2-4 years of administrative assistance experience
• 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) and conversational Korean language skills
• 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 limited travel

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.