Senior Executive Assistant
About The Position
Vitra Health is a mission-driven healthcare organization serving individuals and families across Massachusetts through home- and community-based services. The Senior Executive Assistant is a strategic administrative partner to the C-Suite, providing sophisticated executive support, complex calendar management, and operational coordination. The role supports multiple executives, coordinates across executive teams, and requires strong discretion, time management, organization, and professional relationship skills. The position reports directly to the COO and Co-COO. The Senior Executive Assistant also supports board activities, executive communications, reporting, office operations, and onboarding, and contributes to ad-hoc projects and strategic initiatives. The role serves as a brand ambassador for Vitra Health and promotes customer service, quality care, professionalism, and respect for the diversity of clients and team members.
Requirements
- Bachelor's degree or equivalent professional experience in executive administration or a related field.
- Minimum 5–8 years of executive-level administrative experience, preferably supporting at least two executives.
- Demonstrated proficiency in executive calendar management and handling complex, competing schedules.
- Expert proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and ability to learn new systems quickly.
- Advanced organizational and project management skills, including ability to manage competing priorities and meet strict deadlines.
- Outstanding written and verbal communication skills, including ability to draft professional correspondence and reports.
- Excellent attention to detail and accuracy in data compilation, report production, and documentation.
- Professional discretion and ability to maintain confidentiality of sensitive executive and company information.
- Exceptional customer service skills and ability to interact professionally with all organizational levels.
- Ability to work independently and as part of a team in a fast-paced, dynamic, and growing environment.
- Strong executive presence, excellent interpersonal skills, and emotional intelligence.
Nice To Haves
- Experience supporting a minimum of two executives.
Responsibilities
- Maintain complex, multi-executive calendars, anticipate conflicts, and coordinate resolutions across executive teams.
- Ensure pre-meeting materials, logistics, and notices are timely and accurate.
- Serve as the primary gatekeeper for executive communications, manage calendar access, and direct inquiries appropriately.
- Produce executive-level reports, dashboards, and performance summaries from multiple data sources, including compiling and reconciling key performance indicators.
- Prepare meeting agendas, board materials, presentations, and executive briefings.
- Ensure reporting deliverables are accurate, consistent, and timely; manage report distribution and tracking.
- Support board activities, including meeting preparation, materials assembly, minute documentation, and post-meeting follow-up.
- Maintain management-related support documents, contact lists, meeting agendas, and minutes.
- Coordinate and prioritize communications from internal and external stakeholders; screen and route inquiries.
- Draft responses and communications on behalf of executive leadership as directed.
- Serve as a professional liaison between executives and internal and external stakeholders.
- Prepare, edit, and format professional documents, presentations, reports, and correspondence.
- Manage office operations, supplies, equipment maintenance, and IT support for the executive suite.
- Support onboarding of managers and executive-level staff.
- Support ad-hoc projects and strategic initiatives as directed by senior leadership.
- Perform other duties as assigned.
- Represent Vitra Health's vision, mission, and values in professional interactions and communications.
- Demonstrate compassion for the communities served and commitment to the diversity of clients and team members.
- Mentor and support team members through professionalism, reliability, and commitment to organizational excellence.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
