Senior Executive Assistant (Hybrid - Acton, MA)

Senior Executive Assistant

The Senior Executive Assistant will provide high-level administrative support to the Executive Team member and when possible, the position will also provide support to other members of the executive team, as needed. The ideal candidate is a seasoned, detail-oriented professional with exceptional multitasking abilities and a proactive mindset. This role requires excellent communication skills, sound judgment, discretion, and the ability to operate independently in a fast-paced environment.

Responsibilities

• Executive Support & Point of Contact: Serve as the primary liaison for the EVP, Chief Commercial Officer both in-person and virtually, ensuring seamless communication and coordination.
• Calendar & Scheduling Management: Manage complex calendars including prioritizing meetings, resolving scheduling conflicts, and coordinating logistics such as room bookings, agendas, IT setup, presentations, catering, and attendee updates.
• Calendar Alignment: Ensure the Growth organization's calendar is synchronized with the broader enterprise calendar.
• Digital Collaboration Tools: Maintain and update the team collaboration spaces like Teams and SharePoint to support team communication and alignment.
• Expense Management: Prepare and submit expense reports via Concur, ensuring accuracy and compliance. Reconcile corporate card transactions regularly.
• Meeting Coordination: Organize and facilitate meetings across platforms (MS Teams, Zoom, etc.), including agenda preparation, minute-taking, action item tracking, and presentation development. Lead logistics for quarterly town Halls.
• Event Planning: Plan and execute team offsites, social events, and other gatherings led by the Growth Officer, including venue selection, catering, and vendor coordination.
• Vendor & Purchase Order Management: Use SAP to create vendor accounts and process purchase orders. Track approvals and ensure timely payments.
• Invoice Processing: Manage invoices, resolve discrepancies, and maintain accurate financial records.
• Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itinerary management. Handle last-minute changes with agility.
• Confidentiality & Communication: Handle sensitive corporate information with discretion and communicate professionally within scope of authority.
• Additional Duties: Perform other responsibilities as assigned to support the effectiveness of the growth office

Education and Experience:

Minimum Requirements:

• 710 years of experience supporting C-level executives.
• Proven ability to manage complex projects and coordinate across stakeholders.
• Experience in global organizations, navigating time zones and cultural nuances.

Skills/Competencies:

• Dependable, highly organized and very detail oriented.
• Ability to act independently and use discretionary judgment.
• Demonstrated problem-solving and project management skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, SharePoint, and Smartsheet.
• Experience with Concur and SAP is highly desirable.
• Exceptional verbal, written, and presentation skills.
• Ability to manage multiple priorities and work effectively under pressure.
• Strong interpersonal skills and a collaborative, team-oriented approach.
• Resilient and professional mindset in a dynamic and fast-moving environment

Additional Requirements:

• Occasional travel may be required based on business needs

NOTE: This position is eligible for hybrid working arrangements and requires on-site work from an Insulet office.