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Iron Mountain Executive Assistant in Boston, Massachusetts

Overview

Iron Mountain Incorporated (NYSE: IRM), founded in 1951 and ranked as a Forbes 2018 America’s Best Employers, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts. Providing solutions that include information management, digital transformation, secure storage, secure destruction, data centers, cloud services and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working. Visit www.ironmountain.com for more information.

Responsibilities

Reporting to the CFO & EVP, Finance, the Executive Assistant will provide integral support to the CFO & EVP, Finance and three SVPs on his leadership team. This role provides a diverse set of responsibilities and requires an adaptable, quick-learner looking to work in a mission-driven organization. This position will play a critical role in managing projects and tasks that require close attention to detail. S/he will contribute to Finance’s business strategy and initiatives by supporting unique, confidential or highly complex administrative projects and administrative duties. S/he will create and produce a variety of correspondence, reports and presentations to support and promote organization management needs.

Duties and Responsibilities

The ideal candidate will have the knowledge, skills, abilities and other characteristics to handle administrative and project management with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of working with an organization of diverse people and programs. The Executive Assistant will interact with staff at all levels in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient. Strong written and verbal communication skills, project management, decision making ability and attention to detail are equally important.

Primary responsibilities:

  • Acts as the point-of-contact for CFO & EVP, Finance, providing prioritization, screening and distribution of confidential mail, e-mail, telephone calls, and appointments using expert judgment and knowledge. Manages information of the highest level of confidentiality in a professional manner.

  • Provide highly confidential and complex administrative support, including but not limited to: professionally screening and routing telephone calls; maintaining and creating files in accordance with internal procedures; opening and distributing mail; ordering supplies; maintaining calendar and scheduling appointments; making travel arrangements; and arranging conferences/meetings on site and off site.

  • Create and produce a variety of correspondence, reports and presentations to support and promote Finance management needs. Utilize appropriate office equipment and software for word-processing, spreadsheets, and presentations.

  • Contribute to Finance’s business strategy/initiatives by supporting unique, confidential and/or highly complex administrative projects or administrative duties.

  • Lead and participate in various departmental team meetings, cross-functional meetings, and enterprise-wide meetings. Act as an information resource to new members of the department.

  • Performs project management duties for Finance-related initiatives and programs as assigned.

  • Position requires advanced administrative skills, a high degree of professionalism and discretion.

  • Prepare and proof presentations, documents, and correspondence

  • Help track, organize, and coordinate work streams, including helping to balance and prioritize competing requests for time to ensure that attention is focused most effectively

  • Anticipate and respond to needs relative to upcoming meetings and events; help to coordinate and manage appropriate resources

  • Provide professional representation for the office, exercising judgment and discretion with regard to confidential issues and materials in responding to mail, telephone, electronic, and in-person inquiries, addressing issues independently or making referrals, as appropriate.

  • Coordinating and preparing briefing materials for monthly board meetings and other meetings as needed.

  • Act like a team project manager; track progress of initiatives, follow-up, anticipate two to three steps ahead for critical matters.

  • Ability to identify issues impacting projects and issue resolution; simultaneously manage multiple projects with many moving parts.

  • Ability to work well with others in a collaborative work environment.

  • Other responsibilities and key result areas as assigned.

Qualifications

  • Education: high school diploma; Bachelor degree preferred.

  • Experience: minimum of 5-7 years of administrative experience required; 7-10 preferred ideally either in a similar role or an administrative role that has provided strong background/understanding of the Finance and/or business world.

  • Strong Organizational skills.

  • Strong interpersonal and verbal skills.

  • Ability to work independently in a fast paced environment, sometimes under pressure.

  • Desire to learn more and take a broader role; consulting mindset

  • Must be flexible, ability to work overtime and respond to priorities changing rapidly.

  • Highly motivated self-starter. Able to proactively tackle issues without much direct oversight; knows when to ask for assistance. Thrives in a fast-paced environment.

  • Excellent record keeping and organization skills. Detail oriented.

  • Mastery of software such as Microsoft Office, Outlook, Powerpoint; demonstrated ability to quickly learn new software as needed. Excellent calendar management skills.

  • Demonstrates a professional demeanor in appearance and behavior. Maintains strict confidentiality in all interactions. Possesses strong interpersonal skills. Demonstrates a solid ability to communicate with all levels of the organization.

  • Possesses exceptional verbal and written communication skills adhering to proper business writing standards. Demonstrates a keen eye for detail in informal and formal communications.

  • Maintains a positive and professional attitude at all times. Works effectively with other departments, seeking solutions to business problems. Demonstrates an intellectual curiosity and continuous drive to improve service.

  • Key competencies: organization, strong judgement, task management, communication.

Working Conditions

Open office environment at 1 Federal Street, Boston, MA (mostly cubes with some offices).

Physical Requirements

Prolonged periods of sitting and viewing of computer monitor, walking, standing, and lifting up to 20 pounds.

Qualifications

Every Iron Mountain employee has an obligation to promptly report issues and violations.

Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

Iron Mountain Canada is an employer broadly committed to providing an inclusive work environment that welcomes all people. Globally, we believe it is our diversity that contributes to our companies’ shared success. We work hard always to avoid discriminating on any grounds other than capability to perform the requirements of the job.

Iron Mountain complies with the Accessibility for Ontarians with Disabilities Act and welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

Requisition # 2019-21591

Category Administration

Type Full-Time

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