Executive Assistant

Job Summary

Provides high-level administrative support to senior leaders (VP level and above), including calendar management, travel coordination, meeting preparation, executive communications, and follow-up on key actions. Requires 4–8+ years of executive support experience, advanced stakeholder management, strong English skills (C1), and the ability to work in a fast-paced environment with a proactive and highly organized approach. Experience with Microsoft Office and interest in leveraging AI tools (Copilot) to improve efficiency are highly valued.

Delivers high-quality, proactive administrative support to senior Insulet leaders. The roles will support senior leaders (VPs and their direct reports) at Insulet’s HQ in Boston, Massachusetts, and other major locations throughout the United States.  This role will initially support our Chief Procurement Officer, who is based at our HQ.  The Executive Assistant will partner with the leader to optimize executive time—coordinating meetings, travel, reporting, and stakeholder alignment—while ensuring follow-through on key actions and deliverables.

The role will be part of a service team managed as a shared service, led out of our Guadalajara capability center.  It will ultimately be part of a larger team, collaborating together to support leaders across the organization.  The team operates within a service model to provide back-up, consistent support and continuously improving workflows.

This role would be ideal for someone with strong Administrative Assistant experience that wants to step up to support senior leaders in a major international company.  It would also suit someone interested in using the latest AI toolsets in CoPilot to develop ways of optimizing service delivery.

Responsibilities:

• Build a relationship with your supported executive(s) to ensure a good understanding of their support needs
• Manage and optimize calendars, ensuring alignment with priorities and strategic focus
• Anticipate needs and proactively resolve scheduling, coordination, or information gaps
• Coordinate and prepare meetings, including agendas, materials, and follow-ups to drive outcomes
• Arrange complex travel and logistics, including itineraries and expense tracking and reports
• Draft and manage communications on behalf of leaders, ensuring clarity and professionalism
• Prepare high-quality presentations, reports, and briefing materials for meetings and workshops
• Track decisions, actions, and deliverables, ensuring timely execution across teams
• Coordinate and collaborate with cross-functional stakeholders, facilitating alignment and communication
• Maintain confidentiality and handle sensitive information with discretion
• Identify opportunities to improve efficiency, standardization, and executive experience

Education and Experience:

Minimum Requirements:

• 4–6 years of experience in executive assistance or high-level administrative support
• Proficiency in English (C1)
• Experience supporting senior leaders or multiple stakeholders in a fast-paced environment
• Strong organizational and prioritization skills with ability to manage competing demands
• Excellent communication and stakeholder management skills
• Proficiency in Microsoft Office tools and collaboration platforms
• High attention to detail, discretion, and professionalism
• Proactive mindset with strong problem-solving capabilities
• Interest in developing AI-driven tools and techniques 
• Detail-oriented, with excellent organizational and project management skills.

Preferred Skills and Competencies:

• Advanced calendar management and scheduling optimization across complex stakeholder environments
• Excellent written and verbal communication skills, with the ability to represent leadership professionally
• Experience working with intake systems and SLA-driven service models (e.g., ServiceNow)
• Strong stakeholder management and relationship-building skills

Physical Requirements (if applicable):       

• Possible travel 1-2 times per year to the US

Insulet started in 2000 with an idea and a mission to enable our customers to enjoy simplicity, freedom and healthier lives through the use of our Omnipod® product platform. In the last two decades we have improved the lives of hundreds of thousands of patients by using innovative technology that is wearable, waterproof, and lifestyle accommodating.