Executive Assistant

Executive Assistant

Our client is seeking an energetic Executive Assistant to join our team. This role provides high-level administrative and organizational support to the Chief Operating Officer (COO) and other key executives. The Executive Assistant will manage a variety of important organizational matters and oversee the operations of the COO's office. This position demands strong critical thinking abilities, adeptness in navigating complex situations, and the skill to cultivate strong relationships with high-level internal and external partners.

Must be able to work onsite 4 days/week in Waltham, MA.

Primary Responsibilities:

• Manage the COO’s daily priorities, including calendar oversight, meeting and event coordination, and preparation of executive documents and presentations.
• Prepare for and attend executive meetings, by developing agendas, creating presentation slides, taking notes, and distributing minutes.
• Oversee logistical arrangements for executive meetings, including scheduling, AV setup, agenda preparation, and communication with participants.
• Serve as the main point of contact for leaders and external vendors to ensure the efficient operation of the COO's office.
• Provide administrative support for the recruitment, onboarding, and offboarding processes for medical staff.
• Create and maintain an organized documentation management system, ensuring proper indexing and structure for all documents, including confidential legal agreements.
• Organize meeting schedules for the Board of Directors, Committees, and the Executive Leadership Team.
• Perform other related duties as required.

Qualifications:

• Bachelor’s degree preferred.
• Minimum of four years of relevant experience.
• Experience in project management; PMP certification is a plus.
• Proficiency in PowerPoint, with the ability to design engaging presentations that effectively convey information.
• Strong integrity and the ability to handle sensitive information with discretion.
• Experience collaborating with senior executives and a keen eye for detail.
• Exceptional interpersonal skills with a proven track record of completing projects on time.
• Excellent written and verbal communication skills..
• Flexibility to thrive in a fast-paced, changing environment.
• Ability to prioritize tasks, meet deadlines, and adapt to shifting priorities.

Our Commitment to Diversity, Equity & Inclusion

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position