Job Description
Executive Administrative Assistant
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Location: Newton, MA (Onsite – 5 Days/Week)
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Salary: $70,000–$72,000 annually
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Position Summary
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Our client is seeking an experienced Executive Administrative Assistant to provide high-level administrative support to executive leadership and staff in a small, collaborative corporate office. This role supports the President/CEO, COO, Policy Staff, and other team members across the organization, ensuring efficient day-to-day operations, accurate recordkeeping, and professional communication. The ideal candidate is proactive, highly organized, adaptable, and willing to contribute wherever needed in a team-oriented environment.
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This is a professional corporate setting with a collaborative culture where everyone pitches in to support organizational goals.
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Key Responsibilities
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Executive & Administrative Support
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- Provide comprehensive administrative support to executive leadership and staff.
- Prepare, proofread, and distribute correspondence, reports, presentations, records, and other business documents.
- Coordinate meetings, appointments, and executive schedules, including limited calendar management.
- Prepare meeting agendas and supporting materials.
- Record, maintain, and distribute meeting minutes.
- Coordinate executive and staff travel arrangements as needed.
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Office Operations
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- Manage incoming and outgoing mail and package distribution.
- Serve as the primary receptionist by greeting visitors and directing inquiries professionally.
- Answer, screen, and route incoming telephone calls.
- Respond to administrative inquiries and resolve routine issues.
- Monitor office supply inventory and coordinate equipment maintenance and service needs.
- Maintain petty cash and assist with expense tracking.
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Records & Document Management
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- Maintain organized electronic and physical filing systems.
- Ensure records are secure, accessible, and maintained according to company policies.
- Digitize, organize, and inventory off-site stored documents.
- Implement and maintain document retention and records management procedures.
- Retrieve information from records, emails, and meeting minutes and prepare summaries as requested.
- Maintain and update corporate policies, procedures, and administrative manuals.
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Board, Committee & Member Support
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- Assist with coordination of Board, Committee, and staff meetings.
- Prepare and maintain official meeting records and minutes.
- Support planning and execution of annual meetings, special events, and member-related activities.
- Respond to requests for marketing and informational materials and coordinate distribution.
- Assist with administrative and regulatory requirements related to organizational meetings and events.
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Additional Responsibilities
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- Attend occasional off-site meetings and conferences throughout Greater Boston, New England, or other locations as required.
- Perform additional administrative and operational duties as needed to support the organization.
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Qualifications
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Required
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- Associate degree or completion of a business or secretarial program.
- Minimum of 5 years of senior-level administrative support experience.
- Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent verbal and written communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to work independently while managing multiple priorities.
- Knowledge of office administration, records management, and clerical procedures.
- Ability to type 60–70 words per minute.
- Reliable transportation for occasional off-site meetings.
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Preferred
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- Experience with accounting software.
- Experience with Webex, Zoom, or other web conferencing platforms.
- Background supporting executives within insurance, credit union, banking, or financial services organizations.
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Work Environment & Culture
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- Small organization with approximately seven employees.
- Collaborative team environment where flexibility and willingness to assist across functions are highly valued.
- Professional business-casual office environment (jeans are not permitted).
- Leadership transition underway, with the COO expected to move into the CEO role following a planned retirement.
- Limited travel responsibilities and moderate calendar management requirements.
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This is an excellent opportunity for a polished administrative professional seeking a stable, visible role supporting executive leadership in a close-knit and collaborative organization.