Executive Assistant

Executive Assistant at Collabera Executive Assistant at Collabera in Cambridge, Massachusetts Posted in about 18 hours ago.

Type:

full-time

Job Description:

Job Summary:

We are seeking an experienced Senior Administrative Assistant to provide high-level administrative support to executive leadership within a fast-paced research and corporate environment. This role will focus heavily on calendar coordination, travel planning, meeting logistics, confidential correspondence, and day-to-day operational support. The ideal candidate will be highly organized, proactive, polished, and capable of managing multiple priorities with professionalism.

Key Responsibilities:

• Provide advanced administrative support to senior leadership and department stakeholders
• Manage complex executive calendars and proactively resolve scheduling conflicts
• Coordinate domestic and international travel arrangements, itineraries, and travel documentation
• Process expense reports and assist with travel and expense reconciliation
• Schedule leadership meetings, departmental meetings, and virtual conferencing logistics
• Prepare meeting materials, presentations, reports, binders, and business documents
• Draft and distribute department communications and executive announcements as needed
• Coordinate office shipments, courier requests, and supply ordering activities
• Assist with invoice processing, purchase requests, and administrative documentation
• Support onboarding activities including workspace setup and coordination for new hires or contractors
• Organize meetings, events, catering, and visitor arrangements for department functions
• Maintain departmental files, records, and confidential documents in accordance with company procedures
• Partner cross-functionally with internal teams and vendors to ensure smooth administrative operations
• Provide backup administrative support to additional leaders when required

Required Qualifications:

• Bachelor's degree preferred or equivalent administrative experience
• Minimum five years of senior-level administrative assistant or executive assistant experience
• Strong experience supporting Vice President level or senior leadership personnel
• Proven expertise managing complex calendaring and travel coordination
• Advanced proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams
• Strong written and verbal communication skills
• Ability to manage confidential and business-sensitive information with discretion
• Excellent organizational skills with the ability to prioritize multiple competing deadlines
• Experience with expense reporting, meeting coordination, and document preparation
• Strong problem-solving ability and a proactive service-oriented mindset

Preferred Qualifications:

• Experience supporting leaders in research, life sciences, healthcare, or corporate environments
• Exposure to vendor onboarding, invoice processing, and office operations support
• Prior experience coordinating virtual meetings across geographically dispersed teams
• Comfortable working in a fast-moving executive setting with minimal supervision

Benefits:

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually - as applicable.

Pay Range:

$25/hr to $30/hr