Executive Assistant

TriMark•Mansfield, MA

5d•Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to multiple executive-level leaders across the organization. Reporting to the Executive Assistant to the CEO, this position will help ensure consistent, coordinated, and high-quality executive support while assisting with complex travel arrangements, leadership meetings, and company events. The ideal candidate is highly organized, resourceful, discreet, and comfortable balancing the needs of multiple executives whose schedules and priorities may change frequently. Success requires strong judgment, attention to detail, professionalism, and the ability to anticipate needs in a fast-paced, evolving environment.

Requirements

Associate’s or bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
Minimum of five years of progressively responsible administrative experience, including direct support of senior executives.
Demonstrated experience supporting multiple executives with competing priorities.
Experience coordinating complex domestic and international travel.
Demonstrated experience planning executive meetings, conferences, off-site sessions, or company events.
Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
Strong written and verbal communication skills.
Exceptional organization, time management, and attention to detail.
Demonstrated ability to exercise independent judgment, solve problems, and maintain confidentiality.
Ability to work effectively with limited supervision and adapt quickly to changing business needs.

Nice To Haves

Executive presence and professional judgment
Confidentiality and discretion
Travel and event coordination
Organization and attention to detail
Prioritization and time management
Proactive problem-solving
Adaptability and composure
Relationship building and collaboration
Communication and follow-through
Service-oriented mindset

Responsibilities

Provide comprehensive administrative support to multiple executive-level leaders.
Manage complex and frequently changing calendars, including meetings, appointments, travel, and competing priorities.
Proactively identify scheduling conflicts, recommend solutions, and ensure executives are prepared for upcoming commitments.
Draft, review, and format correspondence, presentations, meeting materials, reports, and executive communications.
Prepare and submit timely and accurate expense reports in accordance with company policies.
Track executive priorities, commitments, deadlines, and follow-up items to support accountability and timely execution.
Handle confidential and sensitive information with the highest degree of discretion and professionalism.
Coordinate complex domestic and international travel arrangements for executives, including air and ground transportation, accommodations, dining reservations, and other logistics.
Develop detailed travel itineraries and proactively address scheduling, timing, and destination-specific requirements.
Monitor travel plans and provide timely support when disruptions, cancellations, or last-minute changes occur.
Coordinate group travel for leadership meetings, conferences, and company events.
Ensure travel arrangements align with company policies, budgets, and executive preferences.
Reconcile travel expenses and maintain appropriate documentation.
Plan and coordinate executive meetings, leadership conferences, town halls, off-site meetings, and company events.
Manage event logistics, including venue selection, contracts, accommodations, transportation, catering, audiovisual needs, room setup, agendas, and attendee communications.
Partner with internal teams and external vendors to ensure events are delivered professionally, on time, and within budget.
Prepare agendas, presentations, pre-read materials, attendee lists, and other meeting resources.
Attend or support events as needed to oversee logistics, troubleshoot issues, and ensure a positive attendee experience.
Capture key decisions and action items and coordinate follow-up after meetings and events.
Track event budgets, invoices, contracts, and vendor commitments.
Serve as a professional point of contact between executives and employees, customers, vendors.
Manage incoming requests and communications, using sound judgment to prioritize, respond, redirect, or escalate matters appropriately.
Build strong working relationships across functions, business units, and levels of the organization.
Partner closely with the Executive Assistant to the CEO and other administrative professionals to coordinate executive calendars, travel, meetings, and events.
Provide backup support to other administrative professionals as needed.
Assist with special projects, research, data gathering, presentations, and other business initiatives.
Develop and maintain administrative processes, files, contact lists, organizational materials, and shared resources.
Identify opportunities to improve efficiency, communication, and coordination across the executives and teams supported.
Help establish and maintain consistent executive support practices across the organization.