Executive Administrative Assistant

IHRDC; Boston (MA); Hybrid; USD 80,000 - 90,000; Full time

Benefits offered by this job

Health, dental & vision insurance

401(k) match

Paid time off & holidays

Direct access to CEO & leadership team

Job summary

IHRDC in Boston seeks an experienced Executive Assistant to support the President & CEO with direct access and cross-functional visibility. This role provides operational spine to the executive office, coordinating calendar, travel, meetings and key client engagements.

You will partner across the leadership team, manage confidential information, and ensure decisions are captured and followed through, with a private, growing company atmosphere.

Qualifications

• 5+ years supporting C-suite or senior executives in professional services, consulting, or B2B.
• Fluency with the Microsoft 365 suite including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive.
• Comfort using AI tools (ChatGPT, Copilot, Claude) to accelerate drafting and scheduling.
• Able to manage calendars, travel, and confidential information with discretion.

Responsibilities

• Own the CEO's calendar, travel, and day-to-day operational support.
• Manage CEO inbox, filter and draft responses in the CEO's voice.
• Coordinate frequent domestic and international travel including flights, hotels, ground transport, visas, itineraries.
• Prepare agendas, pre-reads, notes, and action items for leadership meetings and board updates.
• Process expense reports and finance paperwork with the Controller.
• Partner with Marketing, HR, and Finance on events, onboarding, and leadership offsites.
• Anticipate needs and surface bottlenecks before they become problems.

Skills

Executive support

Calendar management

Travel coordination

Microsoft 365

AI tools

Written communication

Discretion

Cross-functional coordination

Board coordination

Project coordination

Tools

Microsoft 365

Salesforce

Job description

Executive Assistant to the President & CEO

IHRDC | Boston, MA | Hybrid (2 days onsite) | $80,000 - $90,000

IHRDC's President & CEO is looking for a right-hand partner, an experienced Executive Assistant who wants direct access to a CEO, real cross-functional visibility, and the kind of scope you only get at a mid-sized, privately held company. No corporate silos. No layers between you and the decisions.

About IHRDC

IHRDC is a Boston-based learning and development company serving the global energy industry for more than 50 years. We deliver e-Learning solutions, instructor-led training, competency management software, and consulting to 120+ client companies worldwide. Privately held, profitable, and actively expanding beyond oil and gas into power and adjacent sectors. Small enough that every person matters. Established enough that the work has staying power.

The Role

You'll be the operational spine of IHRDC's executive office. Primary support to the President & CEO, with coordinated partnership across the leadership team: EVPs and Directors in Instructional Programs, e-Learning Solutions, Competency Management, Sales, Finance, Marketing, and HR. Success means the CEO spends his time on the highest-value work, decisions get captured and followed through, and nothing falls through the cracks.

What You'll Do

• Own the CEO's calendar, travel, and day-to-day operational support.
• Manage the CEO's inbox in partnership with him to filter, prioritize, draft responses in his voice, track commitments to closure.
• Coordinate frequent domestic and international travel including flights, hotels, ground transport, visas, and detailed itineraries.
• Prepare agendas, pre-reads, notes, and action items for leadership meetings, board updates, and key client engagements.
• Process expense reports and finance paperwork with the Controller.
• Partner with Marketing, HR, and Finance on company events, onboarding, and leadership offsites.
• Anticipate needs and surface bottlenecks before they become problems.

What You Bring

• 5+ years supporting C-suite or senior executives, ideally in professional services, consulting, or B2B.
• Fluency across the Microsoft 365 suite — Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive.
• Comfort using AI tools (ChatGPT, Copilot, Claude, or equivalent) to accelerate drafting, research, and scheduling.
• Exceptional organization, attention to detail, and the ability to juggle competing priorities without dropping commitments.
• Strong written and verbal communication; able to draft warm, professional messages in the CEO's voice.
• High discretion and sound judgment with confidential information.

Nice to Have

• Prior experience supporting a CEO or founder of a privately held company.
• Familiarity with Salesforce or another CRM.
• Exposure to the energy industry, professional training, or international business.
• Experience coordinating board or advisory board logistics.

What We Offer

• Salary: $80,000 - $90,000, commensurate with experience.
• Comprehensive health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and holidays.
• Direct working relationship with the CEO and the full leadership team of a stable, growing, privately held company.

Skills

Executive Support, Administrative Support, Calendar Management, Travel Coordination, Microsoft 365, SharePoint, Salesforce, Cross-Functional Coordination, Meeting Coordination, Expense Reporting, Written Communication, Discretion, Board Coordination, Project Coordination, Event Planning, AI Tools, Executive Communications, Time Management