Executive Assistant

This role has the option of being hybrid - we need someone in the office (Waltham, MA) a minimum of 3 days a week. 

We’re looking to hire an Executive Assistant to the CEO to join the office of the CEO. You’ll provide comprehensive support to the CEO, General Council (GC) and Chief of Staff (CoS) to the CEO as well as supporting the coordination and activities for the Board of Directors. It will be critical to leverage your ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

Job Responsibilities: 

• Manage day-to-day functions for the CEO, GC, and CoS, including scheduling, travel arrangements, meeting preparation, executive events, expense reports, etc.  

• Coordinate and work cross functionally with executive assistant community on meeting scheduling and event planning across the leadership team 

• Plan and oversee logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology (quarterly meetings are held in person). 

• Coordinate with CoS and GC on material uploads to portal used by the Board of Directors 

• Coordinate with Board of Director executive assistants on board related follow up meetings 

• Help create an inclusive and positive culture collaborating with the other Executive Assistants to identify opportunities to improve the employee experience and to design and execute meaningful employee engagement activities 

• Proactive approach to daily responsibilities and key tasks 

As the Executive Assistant to the CEO your responsibilities will include but are not limited to the following: 

• Serve as the point of contact for internal and external constituencies on matters pertaining to the CEO, collaborating with peer Executive Assistant for efficient, comprehensive support to the CEO and completion of shared role accountabilities 

• Provide sophisticated calendar management for the CEO, GC, and CoS to optimize time management. Prioritize conflicting needs and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. 

• Work closely w/the CEO to keep them well informed of and prepared for upcoming commitments and responsibilities. Capture outcomes and next steps to facilitate follow up. 

• Work closely with GC and Chair of Board of Directors on board related asks and priorities 

• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, and Board of Directors, including those of a sensitive, highly confidential, and critical nature. Determine appropriate course of action, referral or response, exercising judgement to reflect CEO’s style and organizational policy/philosophy/culture.  

• Complete a broad variety of work that facilitates the CEO’s ability to effectively lead the organization, including: 

• Ensuring CEO is prepared for upcoming meeting by collecting, prioritizing and preparing information/materials for upcoming meetings; 

• Creating and maintaining contact lists; 

• Making complex and detailed travel arrangements and completing travel reports

• Utilizing extensive knowledge of the organization to collaborate with partners and resolve questions and issues

• Assisting with meeting agendas and managing logistics for high-level meetings and events 

• Coordinating travel arrangements for board members, including flights and lodging. 

• Participate in special projects and strategic initiatives as needed 

• Comfortably handle highly confidential and time sensitive information with necessary care and prioritization  

• Work with the Executive Team to coordinate the CEO’s outreach activities 

• Work with CoS to coordinate all Executive Team meetings and assist with staff meetings and events as needed 

• Flex to complete various assignments and additional duties to ensure comprehensive and effective support