Executive Assistant

We are recruiting on behalf of our client in Cambridge who are seeking a highly organized and proactive Executive Assistant to support the Chief Executive Officer. In this dynamic, fast-paced role, the Executive Assistant manages executive-level priorities, facilitates communication, and handles critical administrative responsibilities with professionalism and discretion. The successful candidate will play a central role in improving the CEO's efficiency and supporting the company's organizational success. This position requires excellent judgment, strong attention to detail, clear communication, and the ability to anticipate needs while managing multiple priorities and confidential information.

Responsibilities:

Executive Scheduling, Communication, and Coordination

• Calendar and schedule management: Manage the CEO's calendar using Outlook, prioritize meeting requests, coordinate participants, and resolve scheduling conflicts.
• Mail and correspondence: Sort, filter, and process incoming physical and digital mail, flag urgent matters, and draft routine responses or follow-up communications.
• Travel and itinerary planning: Coordinate domestic and international travel arrangements, including flights, hotels, transportation, itineraries, and local logistics.
• Customer visit preparation: Book restaurant reservations, prepare the boardroom, arrange catering, and greet customers, suppliers, and other guests upon arrival.
• Liaison and communication: Serve as a professional point of contact between the CEO and internal or external stakeholders, ensuring requests and information are routed appropriately.
• Phone and front-line representation: Handle incoming calls and inquiries with professional etiquette, sound judgment, and a welcoming demeanor.

Administrative and Executive Support

• Maintain organized digital and physical files, records, contact information, and executive reference materials.
• Process expense reports, organize receipts, and support basic budget tracking and administrative follow-up.
• Prepare standard reports, presentations, meeting materials, agendas, and other executive documents using Microsoft Office and Google Workspace.
• Track action items and deadlines arising from meetings or executive requests, follow up with responsible parties, and bring overdue or urgent matters to the CEO's attention.
• Support meeting logistics, including room preparation, materials, technology, catering, and post-meeting follow-up.
• Handle confidential and sensitive business information with a high level of discretion and professionalism.

Required Qualifications:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar senior administrative support role.
• High energy, self-motivation, resilience, and a collaborative approach.
• Proficiency in Microsoft Office Suite, specifically Outlook Calendar, Excel, Word, and PowerPoint, as well as Google Workspace.
• Strong organizational skills with the ability to prioritize tasks, manage competing deadlines, and follow matters through to completion.
• Clear written and verbal communication skills paired with professional phone etiquette and strong interpersonal judgment.
• Professional demeanor and demonstrated commitment to maintaining confidentiality and handling sensitive information appropriately.
• Experience with expense reporting, receipt organization, and basic budget tracking.
• Demonstrated ability to anticipate needs, solve problems independently, and adapt quickly in a fast-paced environment.
• Strong attention to detail and accuracy when preparing correspondence, schedules, reports, and executive materials.
• Ability to work on-site in Cambridge and provide reliable support during regular business hours, with occasional flexibility when urgent executive or travel matters arise.

Preferred Qualifications:

• Experience supporting a CEO, President, owner, or other senior executive in a growing organization.
• Experience in manufacturing, engineering, aerospace, technology, or another fast-paced operational environment.
• Experience coordinating domestic and international travel and preparing detailed itineraries.
• Experience organizing customer visits, executive meetings, company events, or boardroom logistics.
• Post-secondary education in business administration, office administration, communications, or a related discipline.

Physical and Work Requirements:

• Ability to work full-time on-site at the Company's Cambridge facilities.
• Ability to work for extended periods at a computer and manage frequent email, telephone, and calendar activity.
• Ability to occasionally stand, walk, carry meeting materials, or assist with room and event setup.
• Ability to maintain focus and professionalism in a fast-paced environment with changing priorities and interruptions.
• Ability to respond to occasional urgent scheduling, travel, or executive-support matters outside normal business hours.
• Accommodations are available upon request for all individuals with disabilities taking part in the recruitment and selection process.