Executive Assistant

VITRA Health • Boston, MA

2d

About The Position

Vitra Health is seeking an organized, detail-oriented Executive Assistant to provide administrative support to its leadership team. Reporting directly to the Co-CEO, the Executive Assistant supports daily operations through calendar management, meeting coordination, document preparation, communication, reporting, and project coordination. The role calls for someone resourceful and technologically proficient who can anticipate needs, manage multiple priorities, maintain confidentiality, and take initiative in a fast-paced, growing organization.

The Executive Assistant manages the Co-CEO's schedule and travel, maintains executive records and task trackers, coordinates meetings, prepares materials and correspondence, and follows up on assignments and deliverables. The role also supports reporting and data organization, executive initiatives, departmental projects, expense documentation, and events. Additional administrative and executive support responsibilities may be assigned as the organization's needs evolve.

Requirements

• 3–5 years of experience in an executive assistant, administrative support, or similar role.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills and a professional, approachable demeanor.
• Exceptional attention to detail, accuracy, and follow-through.
• Ability to handle sensitive and confidential information with discretion.
• Comfort managing changing priorities and working independently with minimal supervision.
• Strong problem-solving skills, resourcefulness, and willingness to learn new systems and processes.

Nice To Haves

• Previous experience supporting a CEO, executive, or senior leader.
• Familiarity with AI tools, project management software, and basic data reporting.
• Experience in healthcare or a growing, multi-department organization.

Responsibilities

• Manage the Co-CEO's calendar, schedule meetings and appointments, and resolve scheduling conflicts.
• Organize daily and weekly schedules to ensure priorities, deadlines, and commitments are addressed.
• Coordinate travel arrangements, itineraries, reservations, and related logistics.
• Prepare, edit, and format correspondence, presentations, reports, and business documents.
• Maintain organized electronic records, contact lists, executive files, and administrative documentation.
• Maintain task lists, reminders, deadlines, and follow-up trackers for the Co-CEO.
• Anticipate administrative needs and identify opportunities to improve executive efficiency.
• Follow up with department leaders and team members on requests, updates, and deliverables as directed.
• Help organize competing priorities and communicate important deadlines or scheduling concerns.
• Coordinate executive, departmental, board, and external meetings, including scheduling, agendas, materials, and logistics.
• Attend meetings as needed to document discussions, decisions, and action items.
• Organize and distribute meeting notes, track follow-up items, and provide reminders.
• Assist with incoming communications, direct inquiries, and draft correspondence on behalf of the Co-CEO.
• Serve as a professional and responsive point of contact for internal leadership, external partners, vendors, and other stakeholders.
• Compile departmental updates, operational reports, presentations, and basic performance tracking.
• Organize information and maintain Excel spreadsheets, trackers, and reporting documents.
• Support the preparation and maintenance of dashboards, KPI summaries, and executive reports.
• Use Microsoft Office, Teams, AI tools, and other technology to improve productivity and administrative efficiency.
• Organize and present information clearly, accurately, and in a timely manner.
• Provide administrative coordination for executive initiatives, departmental projects, and special assignments.
• Track project deadlines, organize updates, and assist with communication between departments.
• Support expense reporting, invoice organization, reimbursement tracking, and basic financial documentation.
• Assist with coordinating executive events, leadership meetings, and company initiatives.
• Identify opportunities to improve administrative processes, organization, and communication.
• Perform additional administrative and executive support responsibilities as assigned.

Benefits

• Employer-sponsored health insurance with a generous employer match.
• Dental and vision benefits.
• Supplemental life, accident, critical illness, and disability insurance.
• 401(k) with a 5% company match.
• Accrued paid time off.
• Ten company-paid holidays.
• Wellness benefits.
• Tuition reimbursement.
• Supportive team structure and company culture focused on work/life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed