Executive Assistant

Veterinary Practice Partners•Waltham, MA

14h•$85,000 - $95,000•Onsite

About The Position

The Office Manager & Executive Assistant is responsible for the day-to-day administrative support of the senior leadership team, onsite management of the new Waltham MA office, managing certain VPP leadership events and meetings, and other projects, as assigned. VPP is looking for someone with the skills and ambition to grow with the company and the new Waltham office as they experience continued growth. The role requires excellent communication and organizational skills and the ability to thrive in a fast-paced environment. The ideal candidate will be a trusted partner to the senior leadership team, including the Chief Financial Officer, Chief Operating Officer, Chief Administrative Officer, and several other Vice Presidents located in the Waltham office, helping to optimize their efficiency by managing administrative tasks, coordinating key projects, and maintaining confidentiality in all matters. They will also be able to work independently to ‘own’ the day-to-day running of the new Waltham office. The right person for the role will have great people skills, handling frequent verbal interactions with our doctor partners in a manner that is professional and consistent with VPP’s culture and values. The Office Manager & Executive Assistant must be proactive, detail-oriented and collaborative with a positive, can-do approach to challenges.

Requirements

Bachelor’s degree.
2+ years of relevant experience is preferred, but will consider high-potential entry-level candidates
High level of energy and enthusiasm to proactively help others and improve efficiency and effectiveness within a growth environment
Strong interpersonal skills, with the ability to handle interactions with professionalism, empathy, and sensitivity
Strong verbal and written communication skills
Strong organization skills and attention to detail with a high level of accuracy and thoroughness.
Proven ability to handle sensitive and confidential information.
Able to work independently as well as collaboratively within a team.
Proficiency in data entry and Microsoft computer applications and ability to be trained in other computer applications

Responsibilities

Onsite Management of the Waltham MA Office
Acting as the client-facing lead and culture champion of the office, which currently contains a small group of VPP leaders but will grow over time
Managing the front desk and greeting visitors
Proactively ensuring a smoothly operating office environment, including supplies, printers, kitchen, conference rooms, security access cards, and arranging food for onsite personnel
Coordinating facility maintenance and enhancement projects, liaising with the appropriate third parties as necessary.
Managing and organizing important office documents
Administrative Support for VPP Senior Leadership Team
Proactively supporting the CFO, COO, CAO, VP of Operations, VP of Strategic Initiatives, and other VPP senior leaders, enabling them to be organized and efficiently use their time
Managing calendars, scheduling meetings, and coordinating travel arrangements
Taking notes, handling email, phone calls, acting as a point of contact for the executives, and other communication
Preparing reports, presentations, and other documents as needed
Preparing and processing travel expense reports
Improving certain workflows, e.g., reorganizing computer files and folders to make things easier for senior leaders and their teams
Managing certain VPP leadership events and meetings
Managing all VPP events held onsite at the Waltham office, including team meetings of up to 30 people
Playing a supportive role to other VPP managers on strategically important off-site events, including VPP Homecoming, Leadership Academy, Practice Managers Summit, VPP Academy, Strategic Advisory Board meetings, VPP corporate board meetings, and leadership team meetings.
Limited travel (a few times per year), as necessary