Executive Assistant

The Aubuchon Company•Westminster, MA

21d•$22 - $25•Onsite

About The Position

The Aubuchon Company is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Chief Operating Officer and Chief People Officer. This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating projects and events, and takes pride in helping leaders and teams operate at their best. As a trusted partner to senior leadership, you'll play a key role in keeping priorities moving forward, managing critical projects, coordinating meetings and events, and ensuring smooth day-to-day operations across multiple departments. If you're someone who enjoys bringing order to complexity, anticipates needs before they arise, and loves working with people, we'd love to hear from you.

Requirements

3+ years of executive administrative support experience.
Exceptional organizational and time management skills.
Strong written and verbal communication abilities.
Ability to manage multiple priorities while maintaining attention to detail.
High level of professionalism, discretion, and confidentiality.
Demonstrated ability to work effectively with leaders and team members at all levels of an organization.

Nice To Haves

Experience with Google Workspace, Asana, ADP, and AI productivity tools.
Project coordination or project management experience.
Experience planning meetings, events, or training programs.

Responsibilities

Manage complex executive calendars, scheduling, and meeting coordination.
Prepare agendas, meeting materials, presentations, and follow-up communications.
Track action items, deadlines, and deliverables to ensure timely completion.
Support executive meetings, weekly business reviews, quarterly reviews, and departmental meetings.
Maintain projects and workflows in Asana, ensuring deadlines, responsibilities, and progress are clearly tracked.
Identify project risks, bottlenecks, and delays, escalating issues when appropriate.
Create project summaries, status updates, and dashboards for leadership.
Leverage AI tools and technology to streamline administrative processes and improve efficiency.
Coordinate leadership onboarding and orientation programs from scheduling through follow-up.
Support company training initiatives, workshops, and vendor-led programs.
Manage logistics, participant communications, materials, and facility coordination.
Lead planning and coordination for company events, leadership meetings, off-site gatherings, and industry trade shows.
Coordinate travel arrangements, accommodations, meeting spaces, and event logistics.
Provide on-site support during key company events as needed.
Prepare, edit, and distribute reports, presentations, correspondence, and other business documents.
Partner with the Director of Retail Operations to maintain and update Standard Operating Procedures.
Assist with executive credit card administration, reconciliation, and reporting.
Manage office administrative functions including mailings, supplies, document management, and related support activities.