Executive Assistant

Job Title: Executive Assistant

• Pay Rate: Up to $50/hour or about $103,000 year
• Work Schedule: Hybrid – 3 days onsite
• Location: Acton, MA 01720
• Hours: 8:00 AM – 5:00 PM
• Job Type: 6 Month Contact with opportunity to extend

We are seeking a highly organized, proactive Executive Assistant to provide comprehensive administrative support to multiple Vice Presidents and senior leaders (including C-level executives) within the Human Resources organization, with regular interaction across Sales and Operations. The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced, corporate environment supporting senior leadership.

This role requires exceptional calendar and travel management skills, strong communication, a high level of discretion, and the ability to manage competing priorities independently. As a key representative of the HR organization, the Executive Assistant must demonstrate professionalism, flexibility, and a positive, collaborative presence that contributes to team culture.

Key Responsibilities

• Calendar & Scheduling Management: Manage complex Outlook calendars for multiple VPs and senior leaders, including C-level executives. Schedule meetings, appointments, and conferences while proactively resolving conflicts and prioritizing requests based on urgency and business impact.
• Travel Coordination: Arrange and manage domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries. Handle last-minute changes and cancellations with efficiency and discretion.
• Expense Management: Manage corporate card expenses and prepare, submit, and reconcile expense reports in Concur, ensuring accuracy and compliance with company policies.
• Meeting & Event Support: Coordinate logistics for on-site and virtual meetings using MS Teams, Webex, and Zoom. Prepare agendas, capture meeting notes, track action items, and provide on-site support for meetings and events as needed.
• Vendor & Purchase Order Management: Use SAP to set up new vendors, create and manage purchase orders, and track approvals to ensure timely processing and accurate financial records.
• Invoice Processing: Process and track invoices, resolve discrepancies, and ensure timely payment while maintaining organized documentation and vendor communications.
• Administrative Support: Prepare presentations, correspondence, spreadsheets, and reports. Maintain accurate records and support ad hoc projects and additional duties as assigned.

Qualifications

• 5 years of experience as an Executive Assistant or similar role supporting Vice Presidents, senior leaders, and C-level executives; experience in HR, Sales, Operations, or a large corporate environment strongly preferred
• Demonstrated experience supporting executives in large, complex organizations
• Advanced proficiency with Microsoft Office Suite, especially Outlook calendar management, Word, Excel, PowerPoint, MS Teams, Zoom, and Webex
• Hands-on experience with Concur and SAP is highly desirable
• Exceptional organizational and time-management skills with the ability to juggle multiple priorities and meet deadlines
• Excellent verbal and written communication skills with a professional executive presence
• Proven ability to handle confidential and sensitive information with discretion
• Strong attention to detail and problem-solving skills
• Team-oriented with strong interpersonal skills and a collaborative mindset
• Ability to work independently, take initiative, and adapt quickly in a dynamic environment
• Bachelor’s degree or equivalent professional experience preferred