Executive Assistant

Vance Airscoop; Boston (MA); On-site; USD 70,000 - 100,000; Full time

Job summary

Vance Airscoop is seeking an Executive Assistant to provide comprehensive administrative support to senior leadership. The role ensures efficient operations, coordinating executive activities across time zones and departments, and maintaining discretion with confidential information.

You will manage calendars, prepare materials, arrange travel, process expenses, and support special projects and events using Microsoft Office. Strong organization and communication are essential.

Qualifications

• Minimum 3–5 years of professional experience in an executive support or administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and email management systems
• Exceptional organizational and time-management skills with ability to prioritize multiple tasks
• Strong written and verbal communication skills with attention to detail
• Demonstrated ability to maintain confidentiality and handle sensitive information
• Professional demeanor and ability to work effectively with senior-level executives
• High school diploma or equivalent; some college coursework preferred
• Ability to work independently and take initiative without constant supervision

Responsibilities

• Manage executive calendars, schedule meetings, and coordinate complex scheduling across multiple time zones
• Prepare and organize meeting materials, agendas, and minutes; distribute documentation to relevant stakeholders
• Handle confidential correspondence and communications on behalf of senior executives with professionalism and discretion
• Arrange and coordinate business travel, including flights, accommodations, ground transportation, and itinerary management
• Process and reconcile expense reports, invoices, and reimbursements in compliance with company policies
• Maintain confidentiality of sensitive business information and executive communications
• Serve as a primary point of contact for internal and external communications directed to the executive office
• Coordinate special projects and initiatives as assigned by senior leadership
• Manage office supplies, equipment, and vendor relationships to ensure smooth operations
• Prepare reports, presentations, and documentation using advanced Microsoft Office applications
• Maintain organized filing systems and databases for executive records and documentation
• Support event planning and coordination for corporate functions and executive meetings

Skills

Organizational skills

Time management

Communication

Discretion

Education

High school diploma

Some college coursework preferred

Tools

Microsoft Office Suite

Job description

Job Summary

The Executive Assistant provides comprehensive administrative and organizational support to senior leadership, ensuring efficient operations and seamless coordination of executive activities. This role is essential to maintaining the productivity and effectiveness of the executive team, requiring exceptional organizational skills, discretion, and the ability to manage multiple priorities simultaneously. The successful candidate will serve as a trusted liaison between the executive office and various departments, facilitating communication and supporting strategic initiatives.

Key Responsibilities

• Manage executive calendars, schedule meetings, and coordinate complex scheduling across multiple time zones
• Prepare and organize meeting materials, agendas, and minutes; distribute documentation to relevant stakeholders
• Handle confidential correspondence and communications on behalf of senior executives with professionalism and discretion
• Arrange and coordinate business travel, including flights, accommodations, ground transportation, and itinerary management
• Process and reconcile expense reports, invoices, and reimbursements in compliance with company policies
• Maintain confidentiality of sensitive business information and executive communications
• Serve as a primary point of contact for internal and external communications directed to the executive office
• Coordinate special projects and initiatives as assigned by senior leadership
• Manage office supplies, equipment, and vendor relationships to ensure smooth operations
• Prepare reports, presentations, and documentation using advanced Microsoft Office applications
• Maintain organized filing systems and databases for executive records and documentation
• Support event planning and coordination for corporate functions and executive meetings

Required Qualifications

• Minimum 3–5 years of professional experience in an executive support or administrative role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and email management systems
• Exceptional organizational and time-management skills with ability to prioritize multiple tasks
• Strong written and verbal communication skills with attention to detail
• Demonstrated ability to maintain confidentiality and handle sensitive information
• Professional demeanor and ability to work effectively with senior-level executives
• High school diploma or equivalent; some college coursework preferred
• Ability to work independently and take initiative without constant supervision