Senior Administrative Assistant

The Hollister Group; Massachusetts; On-site; USD 65,000 - 75,000; Full time

Job summary

The Hollister Group in Massachusetts is seeking a Senior Administrative Assistant to support the CEO’s office, coordinating calendars, communications, and sensitive information with discretion. This onsite role requires local candidates willing to commute to Quincy, MA, five days a week.

You will manage the CEO’s calendar, prepare meeting materials, arrange travel, and act as a liaison across departments to ensure smooth operations and timely reporting, while upholding confidentiality and

Qualifications

• 5+ years of progressive administrative experience supporting executive leadership.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to manage calendars and coordinate complex scheduling.
• Strong discretion handling confidential information; professional demeanor.
• Willingness to travel to local offices as needed.

Responsibilities

• Facilitate daily administrative operations supporting the CEO’s Executive Assistant, ensuring seamless workflow.
• Manage the CEO’s calendar, coordinating appointments, meetings, and conflicts efficiently.
• Prepare comprehensive meeting materials, including agendas, briefing notes, and follow-up items.
• Organize logistics for board meetings, leadership sessions, and special organizational events.
• Craft, review, and refine correspondence, presentations, and reports on behalf of senior leadership.
• Act as a primary point of contact between the executive office and internal departments to ensure clear communication.
• Handle incoming inquiries, exercise sound judgment in prioritizing urgent matters, and elevate as needed.
• Coordinate travel arrangements, including booking accommodations and preparing itineraries.
• Maintain orderly filing systems, both digitally and physically, for important documents.
• Track project deadlines, manage deliverables, and support strategic initiatives.
• Identify opportunities to boost administrative efficiency and improve office processes.
• Assist in preparing for audits, organizational reporting, and other compliance activities.
• Travel to various organization sites as required, ensuring timely support across locations.

Skills

Administrative experience

MS Office

Calendar management

Communication

Travel coordination

Confidentiality

Education

High School Diploma

Bachelor’s or Associate degree preferred

Job description

Join our client, a dedicated healthcare organization who is seeking a highly organized and trustworthy Senior Administrative Assistant to support their executive leadership team. In this vital role, you will help ensure the smooth operation of the CEO’s office by managing schedules, coordinating communications, and handling confidential information with professionalism and discretion. This position offers an opportunity to be part of a mission-driven environment that makes a positive impact on the community. Applicants must be local and willing to commute to the Quincy MA area, as this role is onsite 5 days a week.

Compensation

$65,000 - $75,000

• Potential offers vary based on experience level, qualifications

Responsibilities

• Facilitate daily administrative operations supporting the CEO’s Executive Assistant, ensuring seamless workflow.
• Manage the CEO’s calendar, coordinating appointments, meetings, and conflicts efficiently.
• Prepare comprehensive meeting materials, including agendas, briefing notes, and follow-up items.
• Organize logistics for board meetings, leadership sessions, and special organizational events.
• Craft, review, and refine correspondence, presentations, and reports on behalf of senior leadership.
• Act as a primary point of contact between the executive office and internal departments to ensure clear communication.
• Handle incoming inquiries, exercise sound judgment in prioritizing urgent matters, and elevate as needed.
• Coordinate travel arrangements, including booking accommodations and preparing itineraries.
• Maintain orderly filing systems, both digitally and physically, for important documents.
• Track project deadlines, manage deliverables, and support strategic initiatives.
• Identify opportunities to boost administrative efficiency and improve office processes.
• Assist in preparing for audits, organizational reporting, and other compliance activities.
• Travel to various organization sites as required, ensuring timely support across locations.

Requirements

• High school diploma required; associate or bachelor’s degree preferred.
• 5+ years of progressive administrative experience supporting executive leadership, ideally in healthcare, nonprofit, or corporate settings.
• Proven ability to manage multiple priorities with exceptional organizational skills.
• Demonstrate a high level of professionalism, confidentiality, and discretion.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Reliable transportation is essential, as travel to various local offices may be necessary, including occasional off-hour commitments.
• Must be detail-oriented, resourceful, and capable of handling sensitive information discreetly.

Our Commitment to Inclusion & Belonging

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.