Executive Assistant

Motion Recruitment; Waltham (MA); Hybrid; USD 62,000 - 69,000; Full time

Job summary

Motion Recruitment is seeking an experienced Executive Assistant to be onsite in Waltham, MA. The role is an onsite hybrid arrangement (3 days per week) supporting an executive team and 3DS customers with calendar management, travel planning, and cross‑functional coordination.

The ideal candidate has 6–7 years of executive support experience, strong English communication, and advanced MS Office skills. This position includes handling sensitive information with professionalism and discretion.

Qualifications

• 6–7 years of experience supporting senior executives in a large corporate environment.
• Bachelor’s degree required.
• Proven ability to build relationships and maintain confidentiality.
• Strong proficiency with Outlook, Word, Excel and PowerPoint.
• Excellent verbal and written communication in English.

Responsibilities

• Maintain complex and dynamic schedules for the executive team, visitors, partners and guests.
• Coordinate extensive worldwide travel arrangements and related expense processing.
• Answer inquiries via phone, email, fax, and written correspondence for executives.
• Act as liaison with internal/external clients and provide remote support across time zones.
• Prepare and reconcile expense reports and manage departmental expenses in eProcurement.
• Plan and support internal and external events with high quality execution.
• Cascade information and establish processes across the team on behalf of executives.

Skills

Executive support

Relationship building

Travel coordination

Expense reporting

MS Office

Education

Bachelor’s Degree

Tools

MS Office

Job description

Looking for an Executive Assistant - Onsite hybrid 3 days a week

Location: Waltham, MA

Duration: 6+ months with possibility of longer term extensions

Pay Rate: $45 - $50/hr on W2

Be the “go-to” person “in-the-know” to facilitate communication and solutions for the executive team and 3DS customers

Maintain complex and dynamic schedules for manager, visiting customers, partners and guests

Facilitate inquiries, including monitoring and answering executives’ phone lines, email fax, and written correspondence

Act as a liaison for and with executives, including internal and external clients

Anticipate needs and realign personal agenda to reach goals

Coordinate extensive worldwide travel arrangements

Reconcile, process and approve expense reports

Manage departmental expenses through eProcurement systems

Manage and prepare internal and external events; participation in and/or support for large-scale events

Set-up processes and cascade process information throughout the team on behalf of the managing executives

Provide best practices across all functions with high quality execution and service

Share information within 3DS to promote awareness

Ability to provide remote assistance for multiple requestors from multiple locations within worldwide time zones

Provide incidental support to direct reports as needed

Skillset:

Experience: 6 to 7 years with a Bachelor’s Degree

Proven experience supporting senior executives within a large corporate environment

Ability to build relationships one-to-one and within teams and other organizations

Develop network by liaising with local colleagues and those abroad in our worldwide offices

Understand priorities and manage completion of multiple requests from different sources

Proven international and domestic travel and expense experience

Competent in expense reporting procedures, international conversions, and the ability to adhere to travel policies

Project poise under pressure

A high degree of professionalism and ability to maintain confidentiality

Proficiency using Microsoft Office Programs, especially Outlook, Word, Excel & Power Point

Excellent verbal and written communication skills in English