Executive Assistant (Hybrid - Acton, MA)
About The Position
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to multiple Vice Presidents (VPs) within the Human Resources organization. The ideal candidate is detail-oriented, adaptable, and skilled at managing a wide range of administrative and executive support tasks. This role requires exceptional communication skills, discretion, and the ability to work independently. As a key representative of the HR team, this individual must demonstrate flexibility, adaptability and contribute positively to team culture.
Requirements
- Experience: 5+ years as an Executive Assistant or similar role supporting senior leaders; experience in HR or a corporate environment preferred.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), MS Teams, experience with Concur and SAP highly desirable.
- Organizational Skills: Ability to manage multiple priorities, maintain accurate schedules, and meet deadlines in a fast-paced environment.
- Communication: Excellent verbal and written communication skills; proven ability to draft professional correspondence and presentations.
- Discretion: Ability to handle confidential information with integrity.
- Interpersonal Skills: Team-oriented with strong collaboration skills and a positive, professional presence.
- Education: Bachelor's degree or equivalent experience preferred.
- Some travel may be required
Responsibilities
- Calendar & Scheduling: Manage complex calendars for multiple VPs, schedule meetings and events, and prioritize requests based on urgency and importance.
- Travel Coordination: Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Handle last-minute changes efficiently.
- Expense Management: Prepare and submit expense reports via Concur, reconcile corporate card transactions, and ensure compliance with company policies.
- Meeting & Event Support: Organize on-site and virtual meetings (MS Teams, Webex, Zoom), prepare agendas, take minutes, and track action items. Provide on-site support for HR events.
- Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
- Invoice Processing: Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
- Document Preparation: Draft correspondence, presentations, reports, and spreadsheets. Gather and organize content for meetings and projects.
- Other Duties: Provide additional administrative support as
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off (PTO)
- And additional employee wellness programs
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Industry
Miscellaneous Manufacturing
Number of Employees
1,001-5,000 employees
