What are the responsibilities and job description for the Executive Assistant position at E.J. Callahan & Associates, LLC?
Executive Assistant Job Description
Location: Londonderry, NH
Hire Date: Immediate Opening
Benefits:
- Summer Fridays off (Memorial Day through Labor Day)
- 401(k) 401(k) matching
- Medical, dental, vision, life, and disability insurance
- Generous paid time off
- Professional development assistance
- Referral program
- Retirement plan
- Student loan repayment assistance
- Tuition reimbursement program
About E.J. Callahan & Associates
Awarded Best Places to Work and named one of the 50 Fastest Growing Companies in Massachusetts by the Boston Business Journal, E. J. Callahan & Associates (EJC) is a CPA firm that serves as business advisor, accountant and consultant to Boston’s construction, real-estate, manufacturing, professional services and non-profit industries. We have a passion for partnering with our clients to help them achieve and sustain success. EJC is committed to delivering exceptional client service while fostering a collaborative, supportive, and rewarding workplace for our team.
As we continue to expand, we are seeking a highly organized, proactive, and professional Executive Assistant to support our leadership team and help manage the day-to-day operations of our Londonderry, NH office.
Position Overview
The Executive Assistant serves as a trusted partner to the firm's leadership team while ensuring the smooth operation of our Londonderry office. This role provides administrative support to the executive team and is responsible for managing office operations, coordinating meetings, maintaining administrative processes, and creating an exceptional experience for clients, visitors, and team members. This position offers the opportunity to grow alongside a rapidly expanding firm and play a key role in shaping the administrative operations of our newest office location. The ideal candidate is detail-oriented, resourceful, highly organized, and capable of managing multiple priorities in a fast-paced professional environment.
Key Responsibilities:
Executive Support
- Manage email, calendars, schedules, and appointments for multiple executives.
- Coordinate internal and external meetings, including scheduling, logistics, meeting materials, and follow-up.
- Track action items and assist with follow-up on key initiatives and projects.
- Serve as a point of contact for clients, vendors, and business partners.
- Handle confidential and sensitive information with professionalism and discretion.
- Support special projects and initiatives as assigned by firm leadership.
Office Administration
- Oversee daily operations of the Londonderry office and maintain a welcoming, professional environment.
- Manage office supplies, equipment, vendor relationships, and facility-related needs.
- Assist with onboarding logistics for new hires, including workspace setup and office orientation.
- Coordinate mail, deliveries, and general office communications.
- Greet and welcome clients, visitors, and vendors while ensuring a positive office experience.
- Answer and direct incoming phone calls and inquiries.
- Assist with document management, and recordkeeping.
- Help improve administrative processes and identify opportunities to increase efficiency.
Qualifications
- 5 years of experience in an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- High level of professionalism, discretion, and attention to detail.
- Ability to prioritize competing responsibilities and adapt to changing needs.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
- Experience with Microsoft Teams, Zoom, and cloud-based document management systems preferred.
- Experience supporting multiple executives simultaneously preferred.
- Experience in a professional services, accounting, legal, consulting, or corporate environment is a plus.
What We're Looking For
The ideal candidate is:
- Proactive and self-motivated.
- Highly organized and detail-oriented.
- Personable and client-service focused.
- Comfortable working independently while collaborating with leadership and staff.
- Able to anticipate needs and solve problems before they arise.
- Excited to help support the growth of a dynamic and entrepreneurial firm.
Work-Life Balance
At EJC, we value flexibility and work-life balance. This role typically follows a Monday–Friday schedule, with Summer Fridays off Memorial Day through Labor Day, providing additional time to enjoy the season. As part of supporting a public accounting firm during our busiest period, intermittent Saturday hours are expected during tax season.
If you're looking for an opportunity to make an impact, build relationships with leadership, and play a key role in the success of a growing office, we'd love to hear from you.
US work authorization (Required)
E. J. Callahan & Associates is an Equal Opportunity Employer. All qualified applicants are encouraged to apply, and will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or other legally protected characteristics, and will not be discriminated against on the basis of disability.