Executive Assistant

RXinsider LTD.; Waltham (MA); Hybrid; USD 103,000 - 113,000; Full time

Job summary

Imprivata is seeking an Executive Assistant to support the CEO and other executives in a hybrid role based in Waltham, MA. The role requires excellent communication, judgment, and ability to manage multiple priorities in a fast-paced setting.

Responsibilities include calendar management, travel coordination, expense reporting, meeting planning, and handling confidential information with discretion. The position reports to the Chief People Officer and requires four days per week on-site at

Qualifications

• 5+ years of professional administration coordinating experience.
• Experience supporting senior leadership.
• Proficient MS Office applications.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.

Responsibilities

• Manage CEO calendar and coordinate executive schedules.
• Prepare and monitor travel arrangements, itineraries, and expenses.
• Organize meetings, agendas, and note-take for leadership.
• Support day-to-day operations and confidential information handling.
• Assist with presentations and communications for executives.
• Coordinate seminars, conferences, and special events as needed.
• Own ad hoc projects and deliver results with urgency.
• Provide on-site support in a hybrid work environment.

Skills

Executive support

Calendar management

Travel coordination

Communication

Problem solving

Time management

Autonomy

Education

Associate’s Degree in Business or related field

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Job description

Description

Ready to join a team that’s all in? At Imprivata, we deliver unified access and security management programs that eliminate friction, empowering healthcare and mission-critical organizations to work smarter, faster, and more securely.

We believe work can be more than a job or task—it’s a collective spirit; the type that emboldens creativity, embraces challenge, and fosters excitement. We are constantly raising the bar on what’s possible, owning the outcome of our triumphs and trials, staying nimble amidst change, and cultivating an environment where we win together. Here, your ideas matter, your differences are celebrated, and your work drives real results—for your career, your teammates, and our customers.

When you join Imprivata, you embark on a shared journey of ambition and growth. We’re committed to building an inclusive workplace where everyone feels valued and supported. If you’re looking for a place to match your passion with purpose—and where every day you can make an impact—you’ll find it here.

We are seeking a Executive Assistant to join our team. This is a hybrid opportunity based out of our Waltham, MA office.

Job Summary

The Executive Assistant will primarily support our Chief Executive Officer but will also provide administrative assistance to other members of the executive team as needed. This role requires excellent communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will report directly to the Chief People Officer and is expected to work in a hybrid capacity, with four days per week on site in our headquarters in Waltham, MA. The ideal candidate is resourceful, detail-oriented, and capable of maintaining confidentiality while ensuring smooth day-to-day operations for the leadership team.

Duties And Responsibilities

• Calendar management and scheduling for the CEO and other executive leaders as requested.
• Keep the executive team well informed of upcoming commitments and responsibilities and follow up as appropriate.
• Coordination of travel arrangements and make adjustments thoroughly as plans change.
• Complete expense reporting accurately and timely within the established guidelines.
• Coordination of department/team meetings and food/catering orders to support meetings as needed.
• Presentation preparations, answer inquiries via phone/email and be the first point of contact for in-person visitors for meetings with established leaders.
• Monitor and maintain record keeping as appropriate, including highly sensitive and confidential information. Distributes established reports as needed.
• Planning, and organizing logistics and administrative requirements of seminars, conferences, meetings and special events and communicates agendas to necessary leaders and attendees.
• Participate in or manage ad hoc projects as needed and assigned.
• Other duties as assigned and required.

Required Qualifications

• Associate’s Degree in Business or a closely related field.
• 5+ years of professional, administration and coordination experience in relatable roles.
• Proven experience supporting at the senior leadership level required.
• Excellent MS Office skills – Outlook, Word, Excel and PowerPoint.
• Proven ability to work proactively and with a sound sense of urgency, consistently taking initiative to solve problems and drive results.
• Analytical skills to resolve administrative issues or roadblocks to successful completion of tasks.
• Must be well-organized and have solid attention to detail.
• Time management skills with the ability to prioritize and multi-task.
• Ability to communicate effectively both verbally and in writing and in a manner that is tactful, firm at times while maintaining professionalism, and representative of a senior company leader.
• Self-motivated and adaptable to change and ambiguity.
• Ability to work autonomously and take ownership for work performed is a must.

This position offers a total compensation range of $103,000.00 to $113,000.00 (inclusive of base salary and variable compensation, such as bonuses and incentives). In addition, more information about Imprivata’s benefit offerings can be found here. This range represents the high and low end of Imprivata’s compensation range for this position. Actual compensation will vary and may be above or below the range based on various factors, such as a candidate’s location, skills, experience, and qualifications.

At Imprivata, we have a top-notch work environment, developmental opportunities, a competitive total rewards package, and the desire to have fun.

Imprivata provides equal employment opportunities, regardless of race, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.