Executive Assistant

swipejobs, Inc.; Lexington (MA); On-site; USD 37,195 - 61,992; Full time

Job summary

swipejobs, Inc. in a fully remote setup seeks an Executive Assistant & Virtual Office Manager to back senior leadership while handling operations, vendor coordination, and special projects for a fast-paced organization.

This remote role requires residence in the Greater Boston, MA area with occasional travel; you will manage calendars, travel, onboarding, procurement, and event coordination across teams.

Qualifications

• 8+ years of executive administrative or related experience.
• Experience supporting senior executives in fast-paced environments.
• Strong vendor management and operational coordination.
• Excellent organizational and multitasking skills.
• Ability to handle confidential information with discretion.
• Experience with expense reporting, purchasing, invoicing, and admin systems.
• Strong written and verbal communication; remote work ability.

Responsibilities

• Provide high-level administrative support to senior executives.
• Manage complex calendars, scheduling, and travel.
• Prepare agendas, presentations, and minutes.
• Process expense reports and coordinate executive correspondence.
• Support onboarding and administrative support for team members.
• Serve as first contact for company phone and inquiries.
• Coordinate with vendors, procurement, invoicing, and shipping.
• Plan and coordinate meetings, off-sites, and events.
• Lead special projects with minimal supervision.
• Support cross-functional initiatives and multitask priorities.

Skills

Executive support

Calendar management

Travel planning

Vendor management

Communication skills

Discretion

Education

High school diploma or GED

Job description

Job Type: Contract (6 months, with potential extension)

Pay Rate: Up to $44.74/hour

About the Role

We're seeking a highly organized, adaptable, and proactive Executive Assistant & Virtual Office Manager to support executive leadership in a fully remote organization. This position combines traditional executive support with operational coordination, vendor management, and special projects, making it ideal for someone who thrives in a fast-paced environment and enjoys wearing multiple hats.

This is a remote position, but candidates must reside in the Greater Boston, MA area and be available to travel occasionally for special events.

What You’ll Do

Executive Support

• Provide high-level administrative support to senior executives.
• Manage complex calendars, scheduling, and travel arrangements.
• Prepare meeting agendas, presentations, and meeting minutes.
• Process expense reports and coordinate executive correspondence.
• Support leadership with confidential and time-sensitive matters.
• Assist with onboarding and general administrative support for team members.

Virtual Office Management

• Serve as the first point of contact for the company phone and general inquiries.
• Coordinate with vendors and service providers across multiple locations.
• Assist with procurement, purchasing, invoicing, and expense reconciliation.
• Coordinate shipping and receiving logistics.
• Help source and manage flexible workspace solutions when needed.
• Support office operations, safety, facilities coordination, and administrative processes in a fully remote environment.

Project & Event Coordination

• Plan and coordinate meetings, off-sites, company events, and leadership gatherings.
• Lead special projects with minimal supervision.
• Support cross-functional initiatives while managing multiple priorities.
• Maintain a flexible, solution-oriented approach to new assignments.

What We’re Looking For

• High school diploma or GED required.
• 8+ years of executive administrative or related experience.
• Experience supporting senior executives in a fast-paced environment.
• Strong vendor management and operational coordination experience.
• Excellent organizational and multitasking skills.
• Ability to manage confidential information with discretion.
• Experience with expense reporting, purchasing, invoicing, and administrative systems.
• Strong written and verbal communication skills.
• Self-motivated with the ability to work independently in a remote environment.
• Positive, adaptable, and service-oriented attitude with a strong "can-do" mindset.

Preferred Qualifications

• Administrative certification or advanced administrative training.
• Experience coordinating events, meetings, or cross-functional projects.
• Familiarity with remote workplace operations and distributed teams.

Travel

• Occasional travel (up to 5%) for meetings or special events.

If you're a resourceful professional who enjoys balancing executive support with operational responsibilities and takes pride in solving problems, we'd love to hear from you.

$44.74 / hr

HV23