Executive Assistant

HLB Lighting Design; Boston (MA); On-site; USD 65,000 - 85,000; Full time

Job summary

HLB Lighting Design in Boston seeks a highly organized Executive Assistant to support the CEO and Boston studio. This hands-on role demands energy, initiative, and the ability to manage competing priorities in a fast-paced environment.

You will handle calendars, travel, events, and daily office operations while supporting the broader studio team. The ideal candidate has 3-5 years of EA/office management experience and a BA/associates.

Qualifications

• Associate or Bachelor's degree or equivalent combination of education and experience.
• 3-5 years of executive assistant, office management, administrative support, or related experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of Adobe Creative Suite (Acrobat, Photoshop, and InDesign) is a plus; training provided.

Responsibilities

• Manage and/or assist with the CEO/Local Principal's calendar appointments, expense reports, timesheets, travel arrangements, correspondence, and other administrative support as needed.
• Welcome visitors and provide assistance with building and suite access.
• Answer telephones and direct callers to appropriate individuals.
• Respond to and/or redirect forwarded out-of-office email inquiries.
• Coordinate special events, team-building activities, and office celebrations.
• Support the CEO and C-Suite with planning leadership summits and strategic meetings, including research, logistics, reservations, and coordination.
• Support Boston leadership with managing budgets related to team-building initiatives, office maintenance, and supplies.
• Assist with special projects and other administrative duties as assigned.

Skills

Organizational skills

Problem-solving

Written and verbal communication

Time management

Prioritization

Self-motivated

Multi-tasking

Attention to detail

Team-oriented

Independent work

Education

Associate or Bachelor's degree

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Adobe Creative Suite (Acrobat, Photoshop, InDesign)

Deltek Vantagepoint

Job description

About the Job

Location: Boston, Massachusetts HLB Lighting Design is seeking a highly organized, proactive, and professional Executive Assistant to support our Boston studio and CEO. Reporting directly to the CEO and local Senior Principal, this role is responsible for providing executive-level administrative support while ensuring the smooth day-to-day operation of the Boston office. This is a hands-on position for a detail-oriented, energetic, and self-motivated individual who thrives in a fast-paced environment, manages competing priorities effectively, and enjoys supporting both executives and the broader studio team.

Responsibilities

• Manage and/or assist with the CEO/Local Principal's calendar appointments, expense reports, timesheets, travel arrangements, correspondence, and other administrative support as needed.
• Welcome visitors and provide assistance with building and suite access.
• Answer telephones and direct callers to appropriate individuals.
• Respond to and/or redirect forwarded out-of-office email inquiries.
• Coordinate special events, team-building activities, and office celebrations.
• Support the CEO and C-Suite with planning leadership summits and strategic meetings, including research, logistics, reservations, and coordination.
• Support Boston leadership with managing budgets related to team-building initiatives, office maintenance, and supplies.
• Assist with special projects and other administrative duties as assigned.

Requirements

• Associate degree or Bachelor degree, or equivalent combination of education and experience.
• 3-5 years of executive assistant, office management, administrative support, or related experience.

Skills & Competencies

• Exceptional organizational and problem-solving skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of Adobe Creative Suite (Acrobat, Photoshop, and InDesign) and Deltek Vantagepoint is a plus. Training will be provided where needed.
• Excellent time management and prioritization skills.
• Self-motivated with the ability to work independently and collaboratively.
• Ability to manage multiple responsibilities and adapt to changing priorities.
• Strong attention to detail and commitment to accuracy.
• Professional, dependable, and team-oriented approach.