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 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 CEO, the 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 3–5 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