Executive Assistant

SmartBear•Somerville, MA

1d•$90,000 - $100,000

About The Position

The Executive Assistant provides high-trust administrative support to C-suite executives, coordinating complex calendars, travel, and executive priorities. The role helps ensure executive, board, and quarterly business review meetings run smoothly through proactive planning and follow-through, while collaborating across the executive assistant team and business functions and handling sensitive information with discretion. Responsibilities include managing day-to-day scheduling for executive leadership team members and coordinating board meetings, quarterly business reviews, and executive team meetings. The Executive Assistant arranges domestic and international travel, processes expenses through Concur, prepares meeting agendas and documents, and oversees meeting logistics such as room bookings, catering, technology, setup, and event coordination. The role also coordinates confidential executive-level candidates during onsite interviews, responds to selected administrative requests from executive leadership direct reports, and supports onboarding for new C-suite executives in partnership with internal stakeholders.

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 skills, 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 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.