Job Description

Executive Assistant - Hybrid, 4 days in office :Walpole, MA

Required Experience

• Proven experience as an Executive Assistant or Senior Administrative Assistant supporting C-level leadership.

• Strong project management, organizational, and logistical planning capabilities.

• Demonstrated ability to manage multiple high-priority tasks under tight deadlines with strong attention to detail.

• Advanced proficiency with technology, including Microsoft Office (Outlook, Excel, Word, PowerPoint) and standard office software/systems.

• Bachelor’s degree required.

• Basic familiarity with accounting concepts is a plus.

Skills & Competencies

• Exceptional verbal, written, and interpersonal communication skills.

• Strong judgment, discretion, and the ability to maintain strict confidentiality.

• High degree of professionalism, reliability, and accountability.

• Adaptable, proactive, resourceful, and capable of working both independently and as part of a team.

• Excellent time-management skills with the ability to anticipate needs and solve problems before they arise.

• Strong work ethic, loyalty, and a willingness to listen, learn, and grow within the organization.

Work Environment & Requirements

• Position hybrid and is based onsite at our Walpole, MA headquarters at least four days per week (one day remote).

• Standard schedule of ~40 hours per week, generally between 8:00 AM – 5:00 PM, with occasional after-hours or weekend support as needed.

• Must have a valid driver’s license and proof of insurance for work-related errands and travel.

Essential Duties and Responsibilities:

Executive Support & Prioritization

· Provide comprehensive support to the CEO and executive team, ensuring fast responsiveness, efficiency, and alignment with priorities.

· Serve as the primary point of contact for CEO, maintaining absolute confidentiality.

· Manage the CEO’s business communications, triaging importance and ensuring timely responses.

· Prepare executives for meetings by providing agendas, background materials, and relevant pre-reads.

· Provide strategic and logistical support for special projects and institutional initiatives designated by the CEO.

Calendar, Meetings & Travel

• Manage personal and professional calendars for the CEO (and other executives as needed); schedule, confirm, and deconflict meetings.

• Coordinate commercial and private travel arrangements for executives (and family when appropriate).

• Organize logistics for meetings, events, offsites, restaurants, and activities.

• Take meeting minutes and distribute them promptly.

Communication, Documentation & Reporting

• Draft, edit, proofread, and format written communications including memos, emails, presentations, and reports.

• Format information for internal and external communications.

• Manage the flow of information into and out of the CEO’s office, ensuring accuracy and timeliness.

• Prepare and reconcile monthly expense and credit card reports; procure and track receipts.

• Produce and distribute recurring reports as needed.

Office & Workflow Management

• Maintain an organized paper and digital filing system.

• Track and manage office supply inventory and act as office manager when needed.

• Coordinate workflow across teams and assist with project planning and meeting coordination.

• Greet guests, answer phones, and provide reception support as appropriate.

Personal Support & Errands

• Manage the CEO’s personal appointments and commitments alongside professional responsibilities.

• Periodically handle personal errands, pick-ups, and deliveries to optimize executive time and performance.

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