Senior Executive Assistant

VITRA Health • Boston, MA

12d • $80,000 - $90,000 • Onsite

About The Position

The Senior Executive Assistant serves as a strategic administrative partner to the C-Suite, providing sophisticated executive support, complex calendar management, and operational coordination. This is a mission-critical role requiring proficiency in multi-executive scheduling, executive-level report production, board support coordination, and executive communications management. Reporting directly to the COO and Co-COO, the Senior Executive Assistant works seamlessly across all executive teams while maintaining strict confidentiality and demonstrating excellence in time management, organizational priorities, and professional relationships.

Requirements

• Bachelor's degree or equivalent professional experience in executive administration or related field
• Minimum 5–8 years of executive-level administrative experience, preferably supporting a minimum of 2 executives
• Demonstrated proficiency in executive calendar management with ability to manage complex, competing schedules
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to quickly learn new systems
• Advanced organizational and project management skills with ability to manage multiple competing priorities and meet strict deadlines
• Outstanding written and verbal communication skills; ability to draft professional correspondence and reports
• Excellent attention to detail and accuracy in data compilation, report production, and documentation
• High level of 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

Responsibilities

• Maintain complex, multi-executive calendars with sophisticated scheduling protocols; anticipate scheduling conflicts and proactively coordinate resolutions across executive teams.
• Ensures pre-meeting materials, logistics coordination and notices are completely timely and accurately
• Serve as the primary gatekeeper for executive communications, managing calendar access and directing inquiries appropriately.
• Produce executive-level reports, dashboards, and performance summaries from multiple data sources; compile and reconcile weekly, monthly, and ad-hoc key performance indicators from departments.
• Prepare comprehensive meeting agendas, board materials, presentations, and executive briefings to executive standards.
• Ensure accuracy, consistency, and timely delivery of all reporting deliverables; manage report distribution and tracking.
• Support board-related activities in collaboration with other Executive Assistants, including meeting preparation, materials assembly, minute documentation, and post-meeting follow-up.
• Maintain management-related support documents for board and executive functions.
• Coordinate and prioritize incoming communications from internal and external stakeholders; screen and route to appropriate parties.
• Maintains management contact list, management meetings agendas and minutes
• Draft responses and communications on behalf of executive leadership as directed; ensure professional tone and accuracy.
• Serve as a professional liaison between executives and both internal and external stakeholders, fostering strong business relationships.
• Prepare, edit, and format professional documents, presentations, reports, and correspondence to executive standards.
• Manage office operations, supplies, equipment maintenance, and IT support for executive suite.
• Support onboarding of managers and executive-level staff.
• Support ad-hoc projects and strategic initiatives as directed by senior leadership.
• Other duties as assigned.
• Serve as a brand ambassador for Vitra Health, reflecting our vision, mission, and values in all professional interactions and communications.
• Show genuine interest and compassion for the communities we serve and demonstrate commitment to the diversity of our clients and team members.
• Mentor and support team members through demonstrated professionalism, reliability, and a commitment to organizational excellence.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive