Senior Executive Assistant (Hybrid - Acton, MA)

Insulet Corporation•Acton, MA

20h•Hybrid

About The Position

The Senior Executive Assistant will provide high-level administrative support to the Executive Team member and when possible, the position will also provide support to other members of the executive team, as needed. The ideal candidate is a seasoned, detail-oriented professional with exceptional multitasking abilities and a proactive mindset. This role requires excellent communication skills, sound judgment, discretion, and the ability to operate independently in a fast-paced environment.

Requirements

7–10 years of experience supporting C-level executives.
Proven ability to manage complex projects and coordinate across stakeholders.
Experience in global organizations, navigating time zones and cultural nuances.
Dependable, highly organized and very detail oriented.
Ability to act independently and use discretionary judgment.
Demonstrated problem-solving and project management skills.
High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, SharePoint, and Smartsheet.
Exceptional verbal, written, and presentation skills.
Ability to manage multiple priorities and work effectively under pressure.
Strong interpersonal skills and a collaborative, team-oriented approach.
Resilient and professional mindset in a dynamic and fast-moving environment
Occasional travel may be required based on business needs

Nice To Haves

Experience with Concur and SAP is highly desirable.

Responsibilities

Executive Support & Point of Contact: Serve as the primary liaison for the Chief Growth Officer, both in-person and virtually, ensuring seamless communication and coordination.
Calendar & Scheduling Management: Manage complex calendars including prioritizing meetings, resolving scheduling conflicts, and coordinating logistics such as room bookings, agendas, IT setup, presentations, catering, and attendee updates.
Calendar Alignment: Ensure the Growth organization’s calendar is synchronized with the broader enterprise calendar.
Digital Collaboration Tools: Maintain and update the team collaboration spaces like Teams and SharePoint to support team communication and alignment.
Expense Management: Prepare and submit expense reports via Concur, ensuring accuracy and compliance. Reconcile corporate card transactions regularly.
Meeting Coordination: Organize and facilitate meetings across platforms (MS Teams, Zoom, etc.), including agenda preparation, minute-taking, action item tracking, and presentation development. Lead logistics for quarterly town Halls.
Event Planning: Plan and execute team offsites, social events, and other gatherings led by the Growth Officer, including venue selection, catering, and vendor coordination.
Vendor & Purchase Order Management: Use SAP to create vendor accounts and process purchase orders. Track approvals and ensure timely payments.
Invoice Processing: Manage invoices, resolve discrepancies, and maintain accurate financial records.
Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itinerary management. Handle last-minute changes with agility.
Confidentiality & Communication: Handle sensitive corporate information with discretion and communicate professionally within scope of authority.
Additional Duties: Perform other responsibilities as assigned to support the effectiveness of the growth office