Find & Apply For Executive Assistant Jobs in East Longmeadow, Massachusetts

Job Summary We are seeking a highly proactive, organized, and dependable Executive Personal Assistant to provide comprehensive on-site administrative and personal support to our Lead Executive while serving as a key operational anchor for the facility. This role combines dedicated executive-level support with essential office management, human resources support, light accounting duties, and internal event coordination—including managing primary phone lines, facility purchasing, time tracking, employee onboarding, bookkeeping workflows, and hosting corporate visitors. The ideal candidate possesses exceptional professional poise, treats confidential matters with absolute discretion, and acts as a creative event planner to foster a welcoming, cohesive workplace culture.

Key Responsibilities Office Communication, Reception & Hospitality:

Serve as the primary point of contact for the facility by answering and routing all incoming corporate phone calls. Greet visiting business-to-business (B2B) clients and vendors with a professional, welcoming presence. Act as an attentive host when customers are on-site, ensuring their comfort and refreshments. Maintain, organize, and stock the conference room to ensure it is constantly customer-ready for meetings and presentations.

Event Planning, Decor & Team Building:

Serve as the primary event planner for the office. Design, coordinate, and execute internal team-building functions and company celebrations. Personally manage and execute seasonal office transformations, including decorating the office for holidays to maintain an engaging, professional environment.

Executive Calendar & Schedule Management:

Coordinate and manage a fast-changing calendar of corporate meetings, personal appointments, and family obligations.

Administrative & Time Keeping Support:

Assist management with administrative tracking, including compiling, verifying, and maintaining accurate employee time and attendance record keeping. Responsible for preparing onboarding paperwork and benefit forms for new hires to ensure a smooth integration process.

Office/Building Inventory & Supply Procurement:

Monitor, inventory, and order all office supplies, facility essentials, and special requests to ensure the administrative workspace is always fully stocked and functional.

In-Person Errands & Logistics:

Coordinate and execute daily runs to the Post Office, handle routine Banking deposits or transactions, manage lunch arrangements/pickups, handle personal shopping, and drop off/pick up time-sensitive documents across the Western MA region.

Expense & Financial Administration:

Organize and file corporate expense reports, manage monthly credit card reconciliations, and handle routine invoices. Responsible for preparing and sending Accounts Payable (A/P) remittances to vendors and compiling and distributing monthly Accounts Receivable (A/R) statements to customers.

Travel Coordination:

Arrange detailed travel itineraries, including flights, lodging, transport, and dining reservations.

Qualifications & Requirements Experience:

Minimum of 3-5 years of experience supporting corporate executives or business owners, with a background that includes office administration, hospitality/event planning, basic HR onboarding processes, or transactional bookkeeping.

Technical Skills:

Strong Excel experience is required for data tracking and reporting. QuickBooks experience is preferred for executing routine financial tasks, assisting in day-to-day operations, and distributing customer statements. High proficiency with Microsoft Office 365 expected.

Discretion & Professionalism:

Proven history of handling strict confidentiality, financial data, employee records, proprietary business information, and private family matters with complete tact.

Mobility:

Must possess a reliable personal vehicle, valid driver's license, and clean driving record for daily local errands.

Availability:

100% on-site presence required during core business hours, with a high degree of dependability, poise, and professional composure.

Expected hours:

40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Experience:

Personal assistant: 3 years (Preferred)

Microsoft Excel:

3 years (Preferred)

Work Location:

In person