Job Description

Executive Admin
Newton, MA


  • Maintain a task list with attention to priority (today, tomorrow and next week).
  • Manage CEO’s and Executive Vice President’s Outlook calendar; anticipate and solve for scheduling conflicts.
  • Schedule and prepare materials for internal meetings including Executive Team, Board meetings,  (travel, location, meeting logistics, communication, scheduling, etc.)
  • Be the point person for CEO with internal staff by relaying messages, scheduling meetings and answering questions when CEO is unavailable.
  • Be the point person for CEO speaking engagements:  Liaison between event host and Company, PowerPoint and presentation folder preparation, other logistics as needed.
  • Prepare and manage all travel arrangements for all senior level executives including flights, hotels, car, and written itinerary.
  • Perform internet research and supports projects directed by Senior Executive Team.
  • Manage charitable contributions process and allocation of sports tickets (Celtics and Red Sox).
  • Serve as primary support/liaison to website vendor on website updates and online expansion efforts
  • Work with the Human Resource department to keep up-to-date content (events, new hires, calendar updates, etc.)
  • Liaison for Public Relations vendor
  • Project Manager for SEO and social media campaigns (Facebook, Instagram, LinkedIn, Twitter)
  • Manages CEO’s referral gifting campaigns.
  • Works directly with Senior Leadership team to produce website and collateral content.
  • Support production of referral source gifts, providing research and design assistance as needed.
  • Support distribution campaigns for referral sources and corporate contacts as needed (postcards, eblasts, etc.)
  • Other duties as assigned by CEO as needed both professionally and personally. 


  • College degree and at least 3 years administrative support preferred 
  • Previous experience supporting CEO or other senior level management preferred.
  • Uses good judgment and discretion all the time.
  • Has the ability to multi-task every day and prioritize tasks with respect to deadlines.
  • Able to anticipate needs and respond with appropriate sense of urgency.
  • Exceptional attention to detail and highly organized.
  • Able to problem-solve and identify creative solutions.
  • Outgoing.  Great interpersonal skills.  Forms strong relationships.
  • Works autonomously, but can ask for help when needed.
  • Takes initiative and is self-starting.
  • Able to work in a fast-paced environment.
  • Experience working with Windows operating systems, Microsoft Office and PowerPoint required. 
  • Experience with a marketing database/FileMaker and MS Publisher or other desktop publishing programs preferred.
  • Experience in SEO and website management preferred.
  • Experience with Adobe Suite design systems preferred (Photoshop, InDesign, etc.)

Application Instructions

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