Executive Assistant

Hiltonwoodclifflake; Springfield (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Hiltonwoodclifflake is seeking an experienced Executive Assistant to support three senior MMFA leaders. This role manages confidential activities, executive communications, leadership reporting, stakeholder engagement, and strategic initiatives with proactive ownership.

Responsibilities include complex calendar and travel management, meeting and event coordination, and preparation of reports and presentations, while supporting organizational planning and operations.

Qualifications

• High school diploma required.
• 3+ years' experience in high-level administrative support (EA/CoS/Office Manager).
• Proficiency with PowerPoint, Microsoft Office, Outlook, Concur, Ariba, and Hud.

Responsibilities

• Manage executive calendars, meetings, travel, and priorities with confidentiality.
• Prepare agendas, materials, and communications for leaders and teams.
• Support leadership reporting, budgeting, and special projects as needed.
• Build relationships with General Agents, field leaders, and home office partners.

Skills

Calendar management

Travel management

Executive communications

Presentation preparation

Stakeholder engagement

Discretion

Education

High school diploma

Tools

PowerPoint

Microsoft Office

Outlook

Concur

Ariba

Hud

Job description

The Opportunity

We are seeking a highly motivated and experienced Executive Assistant to provide strategic support to three senior leaders within the MMFA organization and their teams. This role serves as a trusted partner, managing highly confidential business activities, executive communications, leadership reporting, stakeholder engagement, and key strategic initiatives. Responsibilities include complex calendar and travel management, meeting and event coordination, communication management, preparation of reports and presentations, and support for organizational planning and operations. The ideal candidate brings sound judgment, discretion, and a proactive mindset, along with the ability to navigate competing priorities, build strong relationships across the enterprise, and operate with a strong sense of ownership while handling highly confidential and sensitive matters The Executive Assistant anticipates business needs, proactively manages competing priorities, supports special projects, and provides backup coverage for other administrative professionals to ensure seamless executive and broader MMFA support .

The Team

You will be part of a dynamic and collaborative MMFA organization, providing direct support to senior leaders and partnering closely with their teams. You will work with leaders across MMFA Strategic Partnerships and Growth Market Opportunities, Field Management, and other key areas of the organization. The team regularly engages with General Agents, field leaders, home office partners, and stakeholders across the enterprise.

As a trusted partner to leadership, you will operate in a fast-paced environment where collaboration, sound judgment, discretion, and responsiveness are essential. You will also partner with other administrative professionals across the organization to ensure leaders and teams receive seamless support.

The Impact

As an Executive Assistant, your work will directly enable senior leaders and their teams to operate effectively and remain focused on key business priorities.

You will:

• Serve as a trusted partner to senior leaders by proactively managing calendars, priorities, meetings, travel, communications, and day-to-day business needs.
• Anticipate leadership needs, manage competing priorities, and help ensure leaders are prepared for key meetings, decisions, and business activities.
• Coordinate leadership meetings, events, and stakeholder engagements, ensuring logistics, materials, communications, and follow-up are handled effectively.
• Prepare executive communications, presentations, reports, and confidential business materials that support leadership decision-making and organizational priorities.
• Build strong relationships with General Agents, field leaders, home office partners, and stakeholders across the enterprise while providing responsive and professional support.
• Strengthen team effectiveness by supporting strategic initiatives, tracking action items, improving administrative processes, and partnering with other administrative professionals to provide seamless coverage.

Your responsibilities will include but not limited to:

• Manage executive calendars, scheduling meetings, resolving conflicts, and prioritizing business activities.
• Coordinate travel arrangements and expense reports, process expenses, and manage purchase card reconciliation.
• Organize on and offsite meetings involving internal and external stakeholders, conferences, and events, including logistics, materials, room reservations, and catering.
• Prepare agendas, meeting materials, presentations, reports, and other business documents.
• Draft correspondence and communications on behalf of leaders and teams.
• Support leadership reporting, budget-related activities, and the preparation of confidential business materials.
• Track action items and provide administrative support for projects and initiatives.
• Ensure the highest standards of confidentiality, professionalism, and executive presence in all interactions.
• Regularly interact with General Agents, field leaders, and home office stakeholders, fostering strong relationships through professionalism, responsiveness, and sound judgment. Bring a positive, can-do attitude and commitment to service excellence while supporting strategic priorities and enabling business success.
• Serve as a Workday delegate and support onboarding, records management, and other team operations.
• Develop and maintain processes, templates, distribution lists, and organizational tools to support business needs.
• Provide backup support to other administrative professionals and assist with special projects as needed.

The Minimum Qualifications

• High school diploma
• 3+ years' experience providing high-level administrative support in roles such as Executive Assistant, Chief of Staff, Office Manager, or similar positions involving executive-level coordination and/or stakeholder engagement
• 1+ year of experience leveraging technology - PowerPoint, Microsoft Office, Outlook, Concur, Ariba, and Hud