Senior Executive Assistant

**About Vitra Health** Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs. Each client is supported by a dedicated nurse and case manager, ensuring compassionate, personalized, and dignified care. **The Opportunity** The **Senior Executive Assistant** serves as a strategic administrative partner to the C-Suite, providing sophisticated executive support, complex calendar management, and operational coordination. This is a mission-critical role requiring proficiency in multi-executive scheduling, executive-level report production, board support coordination, and executive communications management. Reporting directly to the COO and Co-COO, the **Senior Executive Assistant** works seamlessly across all executive teams while maintaining strict confidentiality and demonstrating excellence in time management, organizational priorities, and professional relationships. **Key Responsibilities** - Maintain complex, multi-executive calendars with sophisticated scheduling protocols; anticipate scheduling conflicts and proactively coordinate resolutions across executive teams. - Ensures pre-meeting materials, logistics coordination and notices are completely timely and accurately - Serve as the primary gatekeeper for executive communications, managing calendar access and directing inquiries appropriately. - Produce executive-level reports, dashboards, and performance summaries from multiple data sources; compile and reconcile weekly, monthly, and ad-hoc key performance indicators from departments. - Prepare comprehensive meeting agendas, board materials, presentations, and executive briefings to executive standards. - Ensure accuracy, consistency, and timely delivery of all reporting deliverables; manage report distribution and tracking. - Support board-related activities in collaboration with other Executive Assistants, including meeting preparation, materials assembly, minute documentation, and post-meeting follow-up. - Maintain management-related support documents for board and executive functions. - Coordinate and prioritize incoming communications from internal and external stakeholders; screen and route to appropriate parties. - Maintains management contact list, management meetings agendas and minutes - Draft responses and communications on behalf of executive leadership as directed; ensure professional tone and accuracy. - Serve as a professional liaison between executives and both internal and external stakeholders, fostering strong business relationships. - Prepare, edit, and format professional documents, presentations, reports, and correspondence to executive standards. - Manage office operations, supplies, equipment maintenance, and IT support for executive suite. - Support onboarding of managers and executive-level staff. - Support ad-hoc projects and strategic initiatives as directed by senior leadership. - Other duties as assigned. **Foster a Culture of Customer Service and Commitment to Quality Care** - Serve as a brand ambassador for Vitra Health, reflecting our vision, mission, and values in all professional interactions and communications. - Show genuine interest and compassion for the communities we serve and demonstrate commitment to the diversity of our clients and team members. - Mentor and support team members through demonstrated professionalism, reliability, and a commitment to organizational excellence. **What We Are Looking For** - Bachelor's degree or equivalent professional experience in executive administration or related field - Minimum 5–8 years of executive-level administrative experience, preferably supporting a minimum of 2 executives - Demonstrated proficiency in executive calendar management with ability to manage complex, competing schedules - Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to quickly learn new systems - Advanced organizational and project management skills with ability to manage multiple competing priorities and meet strict deadlines - Outstanding written and verbal communication skills; ability to draft professional correspondence and reports - Excellent attention to detail and accuracy in data compilation, report production, and documentation - High level of professional discretion and ability to maintain confidentiality of sensitive executive and company information - Exceptional customer service skills and ability to interact professionally with all organizational levels - Ability to work independently and as part of a team in a fast-paced, dynamic, and growing environment - Strong executive presence; excellent interpersonal skills and emotional intelligence **Work Environment And Physical Requirements** Office-based work in a clean, well-lit environment with fluctuating temperatures in close proximity to others. Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse; requires frequent sitting more than 75% of the workday. Requires occasional lifting, carrying, pushing, and pulling of equipment and supplies weighing up to 35 pounds; requires walking and standing and the ability to negotiate stairs; requires visual acuity and manual dexterity to operate office equipment. *Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender*