Senior Executive Assistant

Job Description

Mission Summary:

This is a unique hybrid role providing Executive level EA support to multiple senior leaders including the SVP, People and CFO, while also project managing People initiatives. This position requires high-quality administrative assistance to top-level executives and visitors with main duties of: scheduling meetings, making travel arrangements, completing expense reports, and organizing complex daily calendars. Limited travel may be required. 

For the PM work, the People team have several initiatives with complex multiple workstreams spanning crossfunctionally that need to be well documented and tracked in order to prepare proper reporting. These reports may be for internal reviews, planning sessions, or prep materials for our investors. This role will document all the necessary work and create proper work back schedules with key milestones and communicate upcoming deliverables to help keep the projects on track.

What you'll be doing:

• Provide in-office support for the CFO and SVP, People
• Represent the executive office in a pleasant and professional manner at all times
• Coordinate daily calendar, make travel arrangements, including airfare, hotel, and black car service and be comfortable scheduling within multiple different time zones
• Assist the executive(s) in meeting preparations, presentations, recording/distributing meeting minutes
• Manage invoices and expense reports
• Prepare internal HR reports necessary for our investors
• Create project plans for key initiatives with workback schedules and key milestones
• Collate and communicate progress on key projects, prepare associated documentation
• Some of these reports require taking data uploads and creating basic pivot tables to extract the right information
• Ad-hoc duties upon request.

What we're looking for:

• 8+ years of related experience supporting C-level and Vice President executives
• Expert level Knowledge of high level visits
• Expert level office management systems, and Google Suite of office products
• Project management experience for medium complexity projects with multiple workstreams and cross functional owners
• Willingness to do some basic admin work one minute and more complex thinking the next, real “hands on” role
• Professional and polished communication skills (via phone, email, and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively, and prioritize work 
• Have a solution oriented, ‘can-do’ positive attitude and remain steady under pressure
• Adapts well to changing plans and priorities; comfortable dealing with ambiguity 
• Position may require travel up to 10%

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, talk, or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds.

This role is based in our Boston office and requires 3-4 in-office days each week.