Executive Assistant

UTEC, Inc•Lowell, MA

2d•Onsite

About The Position

UTEC, Inc. is seeking an experienced, highly organized Executive Assistant to provide high-level administrative and operational support to senior leadership from our Lowell office. This role reports directly to the CEO and provides direct support to the CEO and senior leaders, including complex scheduling, communications and email management, meeting preparation, and confidential administrative support requiring discretion and sound judgment. In addition to executive support, this role is responsible for the administration and coordination of Leadership Team meetings and Board meetings, ensuring high-quality preparation, documentation, and follow-through. This role also provides oversight of front desk reception to ensure consistent coverage and a welcoming visitor experience, in close coordination with the Program team.

Requirements

5–7 years of progressively responsible administrative/executive support experience; experience supporting multiple senior leaders strongly preferred.
Demonstrated ability to exercise independent judgment in prioritizing work, triaging communications, and handling sensitive/confidential matters.
Excellent written and verbal communication skills; strong editing, formatting, and document preparation capability.
Strong organizational systems, attention to detail, and consistent follow-through.
Proficiency with Microsoft Office (especially Outlook) and/or Google Workspace; ability to learn new tools quickly.
Ability to work effectively in a fast-paced, on-site office environment with frequent interruptions.
Bilingual a plus.

Nice To Haves

Experience supporting a CEO and senior leadership team in a mission-driven or community-based organization.
Experience supporting Board meetings (agenda development, packet compilation, minutes).
Familiarity with project tracking/collaboration tools (e.g., Teams, Slack, Asana, Trello).

Responsibilities

Manage complex calendars and scheduling for the CEO and senior leaders; prioritize requests, resolve conflicts, and proactively adjust schedules.
CEO calendar and email management: monitor, triage, and respond to the CEO’s email as appropriate; draft responses, route messages, flag urgent items, and alert the CEO to communications requiring their direct attention and decisions.
Draft, edit, proofread, and format correspondence, internal communications, and meeting materials with professionalism and discretion.
Coordinate meeting logistics (rooms, A/V, attendees, catering as needed, printing/materials preparation) and support effective meeting readiness.
Maintain organized systems for contacts, templates, records, and confidential files; ensure timely follow-through on requests and commitments.
Manage the end-to-end cadence and logistics of Leadership Team meetings.
Gather agenda items from LT members, draft the agenda, and obtain final agenda approval from the CEO.
Identify and confirm meeting facilitators (including coordinating facilitation rotation as applicable) and ensure facilitators are prepared with materials, goals, and timing.
Take and distribute meeting notes highlighting decisions, action items, owners, and deadlines.
Maintain an action-item tracker and follow up with LT members between meetings to ensure completion; escalate barriers and risks as appropriate.
Support the Board meeting process end-to-end to ensure readiness, accuracy, and timely distribution of materials.
Draft Board meeting agendas at the direction of the CEO and Board Chair and coordinate review/approval.
Schedule all Board meetings and coordinate calendars, logistics, and meeting location/technology.
Gather, compile, and format all materials needed for Board meetings; manage version control and timely distribution.
Take Board meeting minutes and coordinate review/finalization per internal governance practices; track Board action items and follow up with owners as needed.
Oversee front desk reception scheduling and coverage planning to ensure the front desk is staffed during all work hours; coordinate backup plans for PTO/absences.
Coordinate with the Program team to ensure reception coverage and practices align with programming hours, participant flow, and safety considerations.
Maintain clear reception procedures and escalation pathways; serve as an escalation point for complex issues requiring judgment and confidentiality.
Coordinate travel logistics and itineraries; troubleshoot changes as needed.
Prepare and reconcile expense reports and administrative documentation in accordance with UTEC policies. Gather and submit receipts as requested.
Support or lead special projects and project management assignments as directed by the CEO, including developing workplans, coordinating stakeholders, tracking milestones, and driving follow-through.
Support planning, coordination and implementation of agency events at the request of the CEO and senior leaders.