Executive Assistant

VITRA Health•Boston, MA

4d•$90,000 - $100,000

About The Position

Vitra Health is seeking an organized, detail-oriented Executive Assistant to provide administrative support to its leadership team. Reporting directly to the Co-CEO, this position supports daily operations through calendar management, meeting coordination, document preparation, and communications. The successful candidate will anticipate needs, manage competing priorities, maintain confidentiality, and take initiative in a fast-paced, growing organization. Responsibilities include managing the Co-CEO’s calendar and travel; preparing correspondence, presentations, reports, and other documents; maintaining executive records; tracking tasks, deadlines, and follow-ups; coordinating meetings and documenting action items; managing communications and serving as a point of contact for stakeholders; compiling reports and maintaining spreadsheets, dashboards, and KPI summaries; coordinating projects, events, and executive initiatives; and supporting expense, invoice, and reimbursement documentation. The Executive Assistant will also identify opportunities to improve administrative processes and perform additional duties as assigned.

Requirements

3–5 years of experience in an executive assistant, administrative support, or similar role.
Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Excellent organizational, time management, and multitasking abilities.
Strong written and verbal communication skills and a professional, approachable demeanor.
Exceptional attention to detail, accuracy, and follow-through.
Ability to handle sensitive and confidential information with discretion.
Ability to manage changing priorities and work independently with minimal supervision.
Strong problem-solving skills, resourcefulness, and willingness to learn new systems and processes.

Nice To Haves

Previous experience supporting a CEO, executive, or senior leader.
Familiarity with AI tools, project management software, and basic data reporting.
Experience in healthcare or a growing, multi-department organization.

Responsibilities

Manage the Co-CEO’s calendar, schedule meetings and appointments, and resolve scheduling conflicts.
Organize daily and weekly schedules to ensure priorities, deadlines, and commitments are addressed.
Coordinate travel arrangements, itineraries, reservations, and related logistics.
Prepare, edit, and format correspondence, presentations, reports, and business documents.
Maintain organized electronic records, contact lists, executive files, and administrative documentation.
Help the Co-CEO stay organized and on track with daily responsibilities, upcoming commitments, and outstanding assignments.
Maintain task lists, reminders, deadlines, and follow-up trackers.
Anticipate administrative needs and identify opportunities to improve executive efficiency.
Follow up with department leaders and team members on outstanding requests, updates, and deliverables as directed.
Help organize competing priorities and communicate important deadlines or scheduling concerns.
Coordinate executive, departmental, board, and external meetings, including scheduling, agendas, materials, and logistics.
Attend meetings as needed to document discussions, decisions, and action items.
Organize and distribute meeting notes, track follow-up items, and provide reminders.
Assist with incoming communications, direct inquiries, and draft correspondence on behalf of the Co-CEO.
Serve as a professional and responsive point of contact for internal leadership, external partners, vendors, and other stakeholders.
Compile departmental updates, operational reports, presentations, and basic performance tracking.
Organize information and maintain Excel spreadsheets, trackers, and reporting documents.
Support the preparation and maintenance of dashboards, KPI summaries, and executive reports.
Use Microsoft Office, Teams, AI tools, and other technology to improve productivity and administrative efficiency.
Organize and present information clearly, accurately, and in a timely manner.
Provide administrative coordination for executive initiatives, departmental projects, and special assignments.
Track project deadlines, organize updates, and assist with communication between departments.
Support expense reporting, invoice organization, reimbursement tracking, and basic financial documentation.
Assist with coordinating executive events, leadership meetings, and company initiatives.
Identify opportunities to improve administrative processes, organization, and communication.
Perform additional administrative and executive support responsibilities as assigned.