Executive Assistant

Advantage Technical; Acton (MA); Hybrid; USD 68,880,000 - 73,012,800; Full time

Job summary

A leading staffing and consulting firm is seeking a highly organized Executive Assistant to support senior leaders. This hybrid position requires exceptional calendar management, travel coordination, and communication skills. The ideal candidate has over 5 years of experience in a similar role within a corporate environment. Responsibilities include managing executives' calendars, coordinating travel, and processing expenses. A degree and proficiency in Microsoft Office and SAP are preferred. Competitive hourly pay up to $50 with hybrid work arrangement.

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior leaders.
• Advanced proficiency in Microsoft Office Suite, especially Outlook.
• Proven ability to manage sensitive information with discretion.

Responsibilities

• Manage complex calendars for multiple VPs and senior leaders.
• Arrange and manage domestic and international travel.
• Manage corporate card expenses and prepare reports.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office Suite

Discretion

Problem-solving

Interpersonal skills

Education

Bachelor’s degree or equivalent professional experience

Tools

Concur

SAP

MS Teams

Zoom

Webex

Job description

• Pay Rate: Up to $50/hour or about $103,000 year
• Work Schedule: Hybrid – 3 days onsite
• Location: Acton, MA 01720
• Hours: 8:00 AM – 5:00 PM
• Job Type: 6 Month Contract with opportunity to extend

We are seeking a highly organized, proactive Executive Assistant to provide comprehensive administrative support to multiple Vice Presidents and senior leaders (including C-level executives) within the Human Resources organization, with regular interaction across Sales and Operations. The ideal candidate is detail‑oriented, adaptable, and thrives in a fast‑paced, corporate environment supporting senior leadership.

This role requires exceptional calendar and travel management skills, strong communication, a high level of discretion, and the ability to manage competing priorities independently. As a key representative of the HR organization, the Executive Assistant must demonstrate professionalism, flexibility, and a positive, collaborative presence that contributes to team culture.

Key Responsibilities

• Calendar & Scheduling Management: Manage complex Outlook calendars for multiple VPs and senior leaders, including C-level executives. Schedule meetings, appointments, and conferences while proactively resolving conflicts and prioritizing requests based on urgency and business impact.
• Travel Coordination: Arrange and manage domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries. Handle last‑minute changes and cancellations with efficiency and discretion.
• Expense Management: Manage corporate card expenses and prepare, submit, and reconcile expense reports in Concur, ensuring accuracy and compliance with company policies.
• Meeting & Event Support: Coordinate logistics for on‑site and virtual meetings using MS Teams, Webex, and Zoom. Prepare agendas, capture meeting notes, track action items, and provide on‑site support for meetings and events as needed.
• Vendor & Purchase Order Management: Use SAP to set up new vendors, create and manage purchase orders, and track approvals to ensure timely processing and accurate financial records.
• Invoice Processing: Process and track invoices, resolve discrepancies, and ensure timely payment while maintaining organized documentation and vendor communications.
• Administrative Support: Prepare presentations, correspondence, spreadsheets, and reports. Maintain accurate records and support ad‑hoc projects and additional duties as assigned.

Qualifications

• 5+ years of experience as an Executive Assistant or similar role supporting Vice Presidents, senior leaders, and C-level executives; experience in HR, Sales, Operations, or a large corporate environment strongly preferred.
• Demonstrated experience supporting executives in large, complex organizations.
• Advanced proficiency with Microsoft Office Suite, especially Outlook calendar management, Word, Excel, PowerPoint, MS Teams, Zoom, and Webex.
• Hands‑on experience with Concur and SAP is highly desirable.
• Exceptional organizational and time‑management skills with the ability to juggle multiple priorities and meet deadlines.
• Excellent verbal and written communication skills with a professional executive presence.
• Proven ability to handle confidential and sensitive information with discretion.
• Strong attention to detail and problem‑solving skills.
• Team‑oriented with strong interpersonal skills and a collaborative mindset.
• Ability to work independently, take initiative, and adapt quickly in a dynamic environment.
• Bachelor’s degree or equivalent professional experience preferred.

Seniority Level

• Mid‑Senior level

Employment Type

• Full‑time

Job Function

• Administrative

Industries

• Medical Equipment Manufacturing and Pharmaceutical Manufacturing