Executive Assistant

Role: Executive Assistant

Duration: 6 month contract

Location: Onsite daily in Boston, Massachusetts

Job Description:

Job Start: 01/05/2026

Job End: 06/30/2026

Hours Per Day: 8

Job Description

The Executive Assistant provides a broad variety of activities that facilitate an executive’s, or multiple executives, ability to effectively lead the organization, including the managing the calendars, screening calls, scheduling meetings, preparing agendas, and organizing business travel; producing complex documents, reports, and presentations; supporting complex projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive or executives, including those of a highly confidential or critical nature. The Executive Assistant will prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect an executives, or multiple executives’, style and University policy.

1. Minimum Qualifications

Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. High level of discretion, organizational skills, attention to detail, diplomacy, customer service with ability to handle complex calendars and overlapping schedules. Ability to understand the workings of the organization, its mission, and people. Proficiency with MS Office products, including Microsoft Word, Excel, PowerPoint, and Outlook. Ability and willingness to take initiative and get work done though others. Skills and knowledge required for this position are typically acquired through the completion of Associate’s degree or equivalent plus at least two to four years’ relevant experience. Prior experience managing an office and supporting high level executives is preferred.

2. Key Responsibilities & Accountabilities

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to an executive or executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response,

exercising judgement to reflect an executive’s style and University policy. Makes an executive, or group of executives, more productive by time by reading, researching, and routing incoming correspondence and proofreading, editing, and drafting outgoing communications. Manages an Executive’s, or group of executives, calendar(s), screening calls, scheduling meetings, and organizing business travel both domestically and internationally. Manage the large demands for an Executive’s, or group of executives, time by anticipating and resolving potential conflicts.

Complete a broad variety of tasks that facilitate the executive’s, or group of executives’, ability to effectively lead the organization, including assisting with a variety of special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence. Prepare agendas and meeting notes in a timely manner to ensure the Executive, or group of executives, are well-prepared for all meetings, events and speaking engagements. Act as the administrative point of contact between the executive and internal and external clients.

Maintain office filing and retrieval systems, record meeting discussions, maintain office supplies, place orders as required, and ensure office equipment is in proper working order. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization evolves.

Acts as on-boarding resource for new leaders, helping the manager read and understand the organizational culture, guiding them through its different personalities, and serving as a sounding board and confidant.

3. Financial Measures

Provide the annual operating budget that the job manages: Process Concur reports, averaging ~$10,000 per month.