Executive Assistant

SmartBear•Somerville, MA

1d•Hybrid

About The Position

The Executive Assistant provides high-trust administrative support to C-suite executives, coordinating complex calendars, travel, and executive priorities. The role supports executive, board, and quarterly business review meetings through proactive planning and follow-through, collaborates across the executive assistant team and business functions, and handles sensitive information with discretion. Responsibilities also include supporting executive onboarding and responding to selected administrative requests from executive leadership direct reports.

Requirements

2–5 years of experience providing executive administrative support, including support for C-suite executives.
High school diploma or GED.
Proficiency with Microsoft Office applications, particularly Outlook, and experience managing complex scheduling and communications.
Excellent organization and attention to detail, with the ability to prioritize multiple time-sensitive requests with minimal oversight.
Strong written and verbal communication, sound judgment, discretion with confidential information, and a collaborative, proactive approach.

Responsibilities

Manage complex calendars and day-to-day scheduling for executive leadership team members, board meetings, quarterly business reviews, and executive team meetings.
Coordinate domestic and international travel, including flights, hotels, and ground transportation, and process expenses accurately and promptly through Concur.
Prepare meeting agendas and documents, and oversee meeting logistics including room bookings, catering, technology, setup, and event coordination.
Welcome and coordinate confidential executive-level candidates during onsite interviews, ensuring a professional and discreet experience.
Respond to selected administrative requests from executive leadership direct reports, prioritizing competing needs and communicating progress and completion.
Support onboarding for new C-suite executives by anticipating needs, coordinating logistics, and partnering with internal stakeholders to ensure a smooth transition.