Executive Assistant

5 days ago

Boston, Massachusetts, United States Aptino, Inc. Full time $60,000 - $90,000 per year

Role: Executive Assistant

Location: Boston, MA (Hybrid – 3-4 days/week onsite)

Duration: 4–6 months

Job Summary:

We are seeking an experienced
Executive Assistant
to provide high-level administrative support to the
Chief Technology Officer (CTO)
and
Chief Data Officer (CDO)
. The role involves managing calendars, travel coordination, expense reporting, and supporting day-to-day operations within our Boston office.

The ideal candidate is highly organized, proactive, and capable of managing multiple priorities with minimal supervision.

This is a
hybrid position
— candidates must reside in the
Boston area
and be available to work
onsite 3–4 days per week
.

Work Schedule:

Monday to Friday, 9:00 AM – 5:00 PM EST, with occasional after-hours work to accommodate time zones.

Key Responsibilities:

  • Manage sensitive matters with confidentiality and discretion.
  • Maintain daily calendars, schedule meetings, and coordinate events.
  • Prepare presentations, reports, and other documents (Word, Excel, PowerPoint).
  • Arrange complex travel (including international) and manage expense reports via Concur.
  • Screen and triage executive emails; respond or delegate as needed.
  • Draft correspondence for internal and external communication.
  • Manage executive contacts and maintain organization of information.
  • Support executives during travel, including after-hours responsiveness when required.
  • Plan and coordinate offsite team meetings and internal events.
  • Organize and resolve scheduling conflicts proactively.
  • Provide general administrative and visitor assistance at the Boston office.
  • Maintain office operations, supplies, catering, and repair requests.
  • Register visitors and assist with building access and security badges.

Minimum Requirements:

  • 6+ years of experience supporting C-level executives in an executive assistant capacity.

Critical Skills:

  • Must reside in the Boston area and be available onsite 3–4 days/week.
  • Advanced proficiency in
    Microsoft Office (Outlook, Word, Excel, PowerPoint)
    .
  • Strong experience with
    Concur
    (travel and expense management).
  • Excellent communication, organization, and time management skills.
  • Flexibility to adjust to business needs and shifting priorities.

Preferred Attributes:

  • Strong business acumen and sound judgment in decision-making.
  • Commitment to excellence and consistent high performance.
  • Professional and confident communicator across all organizational levels.
  • Discretion in handling sensitive or confidential information.
  • Team-oriented mindset with a focus on service and collaboration.
  • Ability to think creatively, act with urgency, and anticipate executive needs.

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