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Executive Office Assistant to the Chief of Staff, Office of the CEO

Marchon Partners

  • Boston, MA
  • 3 days ago

    Highlights

    This person provides comprehensive administrative and executive support, keeps the office running smoothly, and interacts extensively with internal and external stakeholders, including other executives and their assistants. Our client, a large Boston-based healthcare organization, is seeking an Executive Assistant to support the CEO's Chief of Staff and the Senior Vice President of Government and Regulatory Affairs within the Executive Office.

    Numbers & Facts

    LocationBoston, MA

    Description

    Our client, a large Boston-based healthcare organization, is seeking an Executive Assistant to support the CEO's Chief of Staff and the Senior Vice President of Government and Regulatory Affairs within the Executive Office. This person provides comprehensive administrative and executive support, keeps the office running smoothly, and interacts extensively with internal and external stakeholders, including other executives and their assistants. The role handles sensitive and confidential information; strict ethics and discretion are essential.

    The Role
    • Executive support with advanced, complex calendar management as the largest component of the job. Manage and schedule meetings for multiple leaders, resolving conflicts with judgment and creativity. Roughly 60 percent or more of the role is coordinating with other executive assistants and managing calendars.
    • Coordinate meeting logistics: room setup, catering, technology, agendas, document preparation and printing.
    • Coordinate with internal and external stakeholders so information flows smoothly; field inquiries and handle routine matters independently.
    • Arrange travel and process expense reports (Concur).
    • Provide backup support for other assistants on the team and absorb general administrative tasks so the team can focus on strategic priorities.

    What You Bring
    • 5 or more years as an Executive Assistant or senior Administrative Assistant supporting senior-level executives inside a large organization.
    • Expert-level Outlook and calendar management; expert-level Teams; strong SharePoint, OneDrive, Word, Excel, PowerPoint. Concur for expense reporting preferred.
    • Ability to manage competing priorities and frequent schedule changes while staying calm and organized in a fast-moving executive office.
    • Professional maturity, executive presence, sound judgment, resilience, and adaptability.
    • Strong written and verbal communication, especially professional email, with close attention to detail.
    • Proactive, resourceful problem solver who anticipates needs and takes initiative.
    • Team-oriented; willing to provide backup and handle a wide variety of tasks.
    • Comfortable with ambiguity and in-person work; flexible hours as business needs dictate for projects, meetings, and events.

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