Executive Assistant

Encore Fire Protection•Needham, MA

15d•$100,000 - $130,000•Onsite

About The Position

We're looking for a highly organized, proactive Executive Assistant to support our Chief Operating Officer (COO). This is a high-impact role for someone who enjoys operating behind the scenes to keep executives focused on the highest-value work. As Encore continues to grow, this position is expected to expand its support to include our Chief Revenue Officer (CRO), making it an exciting opportunity to grow alongside the business. This isn't a traditional administrative role. You'll be a trusted partner responsible for anticipating needs, solving problems before they arise, and bringing order to an incredibly fast-moving environment. If you're energized by juggling competing priorities, thrive under pressure, and enjoy working with senior leadership, we'd love to meet you.

Requirements

5+ years of experience supporting C-level executives or senior leadership in a fast-paced, high-volume environment.
Experience managing complex calendars with constantly shifting priorities.
Experience coordinating travel and executive meetings.
Exceptional organizational and time management skills.
Strong written and verbal communication skills.
High attention to detail with excellent follow-through.
Proven ability to prioritize multiple competing demands with minimal direction.
Strong judgment, professionalism, and discretion when handling confidential information.
Advanced proficiency with Microsoft Office (Outlook, Excel, PowerPoint, Word) and Microsoft Teams.
A proactive, solution-oriented mindset with the ability to anticipate executive needs before they arise.

Nice To Haves

Experience supporting executives within a private equity-backed, high-growth organization.
Experience supporting multiple executives simultaneously.
Experience coordinating executive leadership meetings or board meetings.

Responsibilities

Serve as the primary strategic administrative partner to the COO, with future support responsibilities for the CRO.
Manage complex calendars, balancing changing priorities and business demands.
Coordinate domestic travel, meeting logistics, and executive itineraries.
Prepare agendas, presentations, reports, meeting materials, and executive correspondence.
Organize leadership meetings, capture action items, and follow up to ensure timely completion.
Act as a gatekeeper for executive priorities, exercising sound judgment and discretion when handling requests.
Partner with senior leaders across Operations, Sales, Finance, HR, and other departments to coordinate initiatives.
Assist with board materials, leadership off-sites, and company-wide meetings.
Manage confidential and highly sensitive information with professionalism and discretion.
Identify opportunities to improve administrative processes and create efficiencies.
Support special projects and strategic initiatives as assigned.