Executive Assistant to Chief Executive Officer

Decca Recruiting; Boston (MA); On-site; USD 85,000 - 110,000; Full time

Job summary

Decca Recruiting is seeking an Executive Assistant to the CEO’s Chief of Staff and SVP of Government and Regulatory Affairs. The role provides comprehensive administrative and executive support for the Executive Office, requiring a tech-savvy, organized self-starter who thrives in a fast-paced, in-person environment.

Local candidates in Boston, MA with an in-office expectation of four days per week are preferred.

Qualifications

• 5+ years of experience as an Administrative or Executive Assistant supporting senior-level executives in a corporate setting.
• Advanced proficiency with Microsoft 365, with expert-level Outlook calendaring.
• Strong verbal and written communication skills with meticulous attention to detail.
• Proactive, resourceful, and able to drive improvements with initiative.
• Flexibility in hours based on business projects, meetings, and events.
• Excellent communicator, professional and composed with all levels of staff.
• Demonstrates resilience handling sensitive information in a fast-paced environment.
• Team-oriented, willing to provide backup support for team success.
• Strong business sense to decipher priorities and make sound judgments.

Responsibilities

• Provide comprehensive administrative support to senior executives, focusing on advanced calendar management.
• Coordinate logistics for meetings, including room setup, catering, and technology needs.
• Communicate with internal and external stakeholders, ensuring smooth information flow and proactive inquiries handling.
• Coordinate travel arrangements and expense reports, absorbing general administrative tasks to support the team.

Skills

Calendar management

Stakeholder management

Communication

Problem solving

Attention to detail

Team player

Flexibility

Confidentiality

Proactive communication

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

OneDrive

Teams

Concur

Job description

The Executive Assistant to the CEO’s Chief of Staff and Senior Vice President of Government and Regulatory Affairs will provide comprehensive administrative and executive support to the Executive Office. This position serves as a key partner in ensuring the smooth and efficient operation of the office, interacting extensively with external and internal stakeholders. The Executive Assistant must be a tech-savvy self-starter with a proven ability to work within a fast-paced environment. Strong candidates will be organized multi-taskers who are comfortable with ambiguity, enjoy working in-person, and have an excellent ability to prioritize tasks and communicate needs clearly. In this role, the Executive Assistant is entrusted with sensitive and confidential information. Adherence to strict ethical standards and maintaining confidentiality is critical. For this role, we are seeking candidates local to our Boston, MA office with an in-office expectation of 4 days per week.

Your Day-to-Day:

• Administrative Support: Provide comprehensive administrative support to senior executives, primarily focused on advanced and complex calendar management. Manage and schedule meetings for multiple leaders, using good judgment and creativity when conflicts arise. Provide backup administrative support for other assistants on the team.
• Logistics and Meeting Coordination: Coordinate logistics for meetings, including room setup, catering, and technology needs, ensuring they run smoothly. Assist in preparing and formatting meeting agendas and other documents as needed.
• Communication and Stakeholder Management: Coordinate with internal and external stakeholders, including executives and other administrative professionals, ensuring that information flows smoothly. Field inquiries and handle routine matters independently with considerable judgement and analytical skill.
• General Administration: Coordinate travel arrangements and process expense reports. Absorb general administrative tasks to allow other team members to focus on other strategic priorities.

What You Bring:

• 5+ years of experience working as an Administrative or Executive Assistant supporting senior-level executives in a corporate setting.
• Advanced proficiency with Microsoft 365, with an expert-level command of Outlook for complex calendaring is required. Strong skills in Word, Excel, PowerPoint, OneDrive, and Teams are also essential. Familiarity with Concur for expense reporting is preferred.
• Strong verbal and written communication skills, especially professional emails, with great attention to detail. Proactive communicator and ability to anticipate needs.
• Excellent problem-solving skills and resourcefulness; demonstrates initiative to find opportunities to drive improvement and “go the extra mile.”
• Flexible hours as dictated by the needs of business for projects, meetings, and events.
• Excellent Communicator: Able to interact with people at all levels in a confident, professional, and composed manner.
• ***Resilience & Temperament: Demonstrates the ability and temperament to work with sensitive information and maintain professional composure in a demanding, fast-paced environment with shifting priorities.***
• Team Player: Has a team-oriented approach and is willing to provide backup support and handle a wide variety of tasks to ensure team success.
• Service Focus: Dedicated to meeting the expectations of senior executives by maintaining effective and collaborative relationships.
• Business Sense: Possesses strong business acumen and can decipher priorities and make sound judgment calls when needed.