Sr. Executive Assistant

Job Description

Reporting directly to the President and CEO, the Sr. Executive Assistant provides high-level executive support in a one-on-one working relationship.  The Sr. Executive Assistant serves as the primary point of contact for internal and external parties on all matters pertaining to the CEO, while also serving as a liaison to the management team and external stakeholders.  The Sr. Executive Assistant is responsible for providing a broad range of strategic and tactical administrative support activities to the CEO, and must have the ability to work with limited direction, executing significant discretion and sound judgment in all aspects of this role.

The Sr. Executive Assistant will ensure the successful operation of the CEO’s office by keeping things running smoothly and efficiently through the cohesive management of competing priorities in a fast-paced, creative and entrepreneurial environment.  The ideal candidate must possess exceptional organizational skills and have a keen attention to detail.  Must also be able to demonstrate initiative with respect to problem solving, present confidence in decision-making, and lead process improvements.

LOCATION:  Westford, MA

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  • Complete a broad variety of administrative tasks in support of the CEO; works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately
  • Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Strategic management of the CEO calendar ensuring the CEO's schedule is followed and respected; provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office; includes appointments, conferences, special events, board meetings; company dinners and functions; ensuring CEO is prepared by providing and/or procuring related materials as needed, in a timely manner
  • Provide all logistical support for CEO engagements; plan all travel arrangements and be available to quickly address any last-minute changes/cancellations
  • Accurately track expenses for CEO; accurate and timely expense reporting; assist CEO with budget.
  • Arrange business itineraries and coordinate travel, work schedules, dinner meetings and social functions, ensuring all pertinent information is provided in a timely manner
  • Manage CEO correspondence
  • Manage CEO files and ensure all appropriate documents are in a centralized document system
  • Successfully complete deliverables with a hands-on approach, including drafting letters and emails, documentation, presentations and spreadsheets, as needed to facilitate the CEO's ability to effectively lead the company; ensuring all documents are prepared in a timely manner and are done so with attention to detail
  • Work collaboratively with the team, always exhibiting the company core values
  • Attend meetings and record minutes, transcribe and distribute, as requested; prepare & receive agendas and distribute in a timely manner
  • Professionally and effectively handle communication with all team members, board members, customers and vendors
  • Prioritize items that require CEO’s feedback, ensuring all required information is presented
  • Manage a variety of special projects for the CEO
  • Maintain and handle highly confidential information with a high degree of discretion
  • Improve processes, evaluating and re-designing/implementing changes for better efficiencies
  • At the request of the CEO, travel and provide on-site support to CEO at board meetings, company meetings and events, and external stakeholder and customer meetings and events

Desired Skills & Experience

  • Strong work tenure:  five to 10 years of experience supporting C-Level executives
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Exceptional professionalism, communication and interpersonal skills
  • Expert level written and verbal communication skills
  • Results/action-oriented individual with strong project management skills
  • Able to successfully navigate with varying degrees of ambiguity in a fast-paced environment
  • Acute attention to accuracy and detail in all aspects of responsibility
  • Proven ability to handle complex and extensive scheduling
  • Demonstrated ability to properly handle and maintain highly confidential information with discretion
  • Strong ability to work strategically and collaborative among senior leadership
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Solid financial analysis skills
  • Mastery of Microsoft Office suite of programs, Adobe Acrobat, and Social Media web platforms
  • Bachelor’s degree preferred