Executive Administrative Assistant

Company Description

International Human Resources Development Corporation (IHRDC) is a Boston-based learning and development company that has served the global energy industry for over 50 years. We deliver e-Learning solutions, instructor-led training, competency management software, and consulting services to more than 120 client companies worldwide. Privately held and headquartered in Boston, Massachusetts, with offices and representatives internationally, we are expanding beyond our traditional oil and gas focus into power and other energy sectors.

Role Description

This is a full-time hybrid role for an Executive Administrative Assistant, based in Boston, MA, with some flexibility for remote work. The Executive Assistant provides direct, high-trust support to IHRDC's full leadership team, with primary focus on the President & CEO. Day to day, this role keeps the CEO's time, commitments, and communications on track while also partnering with the EVPs and directors across Instructional Programs, e-Learning Solutions, Competency Management, Sales, Finance, Marketing, and HR to make sure cross-functional priorities move forward. Success means the CEO spends time on the highest-value work, leadership decisions are captured and followed through, and nothing falls through the cracks. While this role does require significant administrative support, successful candidates may also have an interest in business and entrepenurial settings. IHRDC is a small, family owned business with a global presence that can be a training ground for employees interested in understanding and exposure to all facets of running a busines including finance, sales, education, client relations, HR, training, software and marketing. Salary: $80k annually benefits.

Key Responsibilities

Serve as the primary administrative partner to the President & CEO — own calendar, inbox triage, travel, and day-to-day operational support.

Provide coordinated support to the broader leadership team on shared priorities, cross-functional meetings, and company-wide initiatives.

Coordinate frequent domestic and international travel for the CEO, including flights, hotels, ground transport, visas, and detailed itineraries.

Triage inbound email and Microsoft Teams messages for the CEO; flag priorities, draft responses on the CEO's behalf, and track outstanding items to closure.

Prepare agendas, pre-read materials, notes, and action items for leadership team meetings, board updates, and key client engagements.

Process expense reports, corporate card reconciliations, and routine finance-related paperwork in partnership with the Controller.

Support confidential HR, finance, and board-level communications with consistent professionalism and discretion.

Partner with Marketing, HR, and Finance on company events, onboarding, leadership offsites, and internal communications.

Maintain organized digital files in SharePoint and OneDrive so the CEO and leadership team can find what they need quickly.

Anticipate needs — identify bottlenecks before they become problems and proactively bring forward solutions.

Qualifications

·       5 years of experience in a business setting, either supporting C-suite or senior executives, or as a management associate, ideally in a professional services, consulting, or B2B environment.

·      Proficiency with the full Microsoft 365 suite — Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and To Do.

·      Exceptional organizational skills and attention to detail; proven ability to manage competing priorities without dropping commitments.

·      Strong written and verbal communication skills; able to draft clear, warm, professional messages on behalf of the CEO.

·      High degree of discretion and sound judgment when handling confidential information.

·      Comfort working in a dynamic environment with a frequently traveling executive across multiple time zones.

·      Bachelor’s degree in business administration or a related field is preferred

·      Familiarity with project coordination or experience in a professional services firm is a plus.

Preferred Qualifications

·      Experience supporting a CEO or founder of a privately held company.

·      Familiarity with Salesforce or another CRM.

·      Exposure to the energy industry, professional training, or international business.

·      Experience coordinating board of directors or advisory board logistics.