Executive Assistant

Publicly held, medical device/life sciences client in the Concord / Boxborough area is looking for an Executive Assistant to support a recently hired C-Suite Officer.

This role would be hybrid 3x per week for a large, international company of 4,000 employees.

When necessary, this role will also support on an ad-hoc basis other members of the Executive Team.

Qualified candidates must possess:

• 7+ years of Executive Assistant experience
• Strong white glove executive administrative presence
• Heavy Microsoft Outlook scheduling experience
• Extremely detail-oriented

Position Summary:

The Executive Assistant will provide high-level administrative and operational support to the Chief Financial Officer, and, when needed, extend assistance to other members of the senior leadership team. This role requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Serve as the primary point of contact—both in person and via phone—for assigned executive(s).
• Handle confidential company and financial information with the utmost discretion.
• Organize and maintain executive calendars, including scheduling meetings, appointments, and travel.
• Coordinate all aspects of meetings, such as reserving conference rooms, preparing agendas, arranging technology or catering, and managing attendee communications.
• Develop and format PowerPoint presentations and meeting materials as requested.
• Review, route, and respond to incoming emails, calls, and correspondence on behalf of executive(s).
• Draft and edit letters, emails, reports, and other professional communications.
• Process purchase orders, check requests, and related administrative transactions as needed.
• Prepare and reconcile expense reports for executive(s).
• Oversee corporate credit card activity and ensure timely submission for payment.
• Arrange and facilitate conference calls, video meetings, and webinars.
• Coordinate domestic and international travel, including itineraries and logistics.
• Support planning and execution of internal and external company events.
• Manage ad hoc projects and provide general administrative support to the executive team.
• Build and maintain relationships with key vendors and service providers.
• Uphold the company’s professional image by maintaining a polished, welcoming office environment.
• Perform additional duties and special assignments as directed.

Qualifications:

• Minimum of 7 years’ experience providing executive-level administrative support.
• Prior experience supporting more than one senior executive preferred.

Skills and Attributes:

• Exceptionally organized and detail-oriented, with a strong sense of follow-through.
• Proven ability to manage multiple complex priorities under tight deadlines.
• Exercises sound judgment, professionalism, and discretion in handling sensitive matters.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent written, verbal, and interpersonal communication skills.