Senior Executive Assistant

Senior Executive Assistant

Pay Rate: Up to $67.00/hour or about $136,000 a year

Job Type: Year Long Contract with opportunity to extend

Location: Acton, MA 01720

Experience Needed: 7–10 years

Level Supported: VP, C-Suite, GM, and Senior Leadership

Position Overview

We are seeking an experienced Senior Executive Assistant to provide high-level administrative and strategic support to multiple VP-level leaders. This position may also support other members of the leadership team as needed.

This is not a traditional administrative support role. The Senior Executive Assistant will operate as a strategic partner and force multiplier, helping leaders manage competing priorities, anticipate emerging needs, and focus their time and attention on the organization's highest-value initiatives.

While flawless execution of calendars, travel, meetings, and logistics is essential, the successful candidate will differentiate themselves through sound judgment, anticipation, discretion, business acumen, and the ability to operate independently.

The ideal candidate is a seasoned, highly organized professional who thrives in a fast-paced, global environment and can confidently manage multiple priorities with limited oversight.

Key Responsibilities

• Executive Support: Serve as a primary point of contact and trusted partner for assigned VP-level leaders, including the VP of International Downstream Marketing, both in person and virtually.
• Complex Calendar Management: Manage demanding executive calendars, prioritize meetings, resolve scheduling conflicts, and coordinate meeting logistics.
• Calendar Alignment: Ensure the Growth organization's calendar remains aligned with the broader enterprise calendar and key business priorities.
• Meeting Coordination: Organize meetings across MS Teams, Zoom, and other platforms, including agendas, presentations, minutes, action-item tracking, room reservations, IT support, catering, and attendee communications.
• Town Halls & Leadership Events: Lead logistics for quarterly town halls, executive offsites, team meetings, social events, and other leadership-sponsored gatherings.
• Travel Coordination: Arrange complex domestic and international travel, including flights, hotels, ground transportation, itineraries, and last-minute changes.
• Expense Management: Prepare and submit expense reports through Concur and regularly reconcile corporate card transactions.
• Vendor & Purchase Order Management: Use SAP to establish vendor accounts, process purchase orders, track approvals, and support timely payments.
• Invoice Processing: Process invoices, resolve discrepancies, and maintain accurate financial documentation.
• Digital Collaboration: Maintain and update MS Teams, SharePoint, and other collaboration platforms to support communication and organizational alignment.
• Executive Communications: Handle sensitive and confidential information with discretion and communicate professionally with internal and external stakeholders.
• Special Projects: Support executive initiatives, cross-functional projects, and other priorities that improve the effectiveness of the Growth organization.

Education & Experience

Minimum Requirements

• 7–10 years of Executive Assistant experience supporting C-level executives, VPs, General Managers, marketing leaders, or comparable senior executives.
• Demonstrated experience managing complex executive calendars, travel, meetings, and competing priorities.
• Proven ability to manage projects and coordinate across multiple stakeholders and functions.
• Experience supporting leaders within a global organization, including coordinating across multiple time zones and cultural environments.
• Experience working in high-growth, fast-paced, or highly ambiguous environments.
• Demonstrated ownership of initiatives beyond traditional administrative responsibilities, such as executive offsites, special projects, town halls, and cross-functional coordination.

Skills & Competencies

• Highly dependable, organized, and detail-oriented.
• Strong judgment with the ability to work independently and anticipate executive needs.
• Excellent problem-solving and project management skills.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, MS Teams, and SharePoint.
• Experience with Smartsheet.
• Experience with Concur and SAP is highly desirable.
• Exceptional written, verbal, and presentation communication skills.
• Ability to manage multiple priorities and deadlines effectively under pressure.
• Strong interpersonal skills and ability to collaborate across organizational levels.
• Professional, resilient, adaptable, and comfortable operating in a dynamic environment.
• High degree of discretion when handling confidential or sensitive business information.