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