Executive Assistant
- Provide high-trust administrative support to C-suite executives, coordinating complex calendars, travel, and executive priorities.
- Play a key role in ensuring seamless executive, board, and quarterly business review meetings through proactive planning and follow-through.
- Collaborate across the executive assistant team and business functions while handling sensitive information with discretion.
About the Role
As an Executive Assistant you will:
- Manage complex calendars and day-to-day scheduling for executive leadership team members, board meetings, quarterly business reviews, and executive team meetings.
- Coordinate domestic and international travel arrangements, including flights, hotels, and ground transportation, and process expenses accurately and promptly through Concur.
- Prepare meeting agendas and documents, and oversee meeting logistics including room bookings, catering, technology, setup, and event coordination.
- Welcome and coordinate confidential executive-level candidates during onsite interviews, ensuring a professional and discreet experience.
- Respond to selected administrative requests from executive leadership direct reports, prioritizing competing needs and communicating progress and completion.
- Support onboarding for new C-suite executives, anticipating needs, coordinating logistics, and partnering with internal stakeholders to ensure a smooth transition.
We are looking for you if you have:
- 2–5 years of experience providing executive administrative support, including support for C-suite executives.
- High school diploma or GED required.
- Proficiency with Microsoft Office applications, particularly Outlook, and experience managing complex scheduling and communications.
- Excellent organization, attention to detail, and ability to prioritize multiple time-sensitive requests with minimal oversight.
- Strong written and verbal communication, sound judgment, discretion with confidential information, and a collaborative, proactive approach.
Why you should join the SmartBear crew:
- You can grow your career at every level.
- We invest in your success as well as the spaces where our teams come together to work, collaborate, and have fun.
- We love celebrating our SmartBears; we even encourage our crew to take their birthdays off.
- We are guided by a People and Culture organization - an important distinction for us. We think about our team holistically – the whole person.
- We celebrate our differences in experiences, viewpoints, and identities because we know it leads to better outcomes.
Did you know?
- Our main goal at SmartBear is to make our technology-driven world a better place.
- SmartBear is committed to ethical corporate practices and social responsibility, promoting good in all the communities we serve.
- SmartBear is headquartered in Somerville, MA with offices across the world including Galway Ireland, Bath, UK, Wroclaw, Poland and Bangalore, India.
- We’ve won major industry (product and company) awards including SD Times, DeveloperWeek's Devies Award, the AI Breakthrough Award, and BuiltIn Best Places to Work.
SmartBear is committed to creating an inclusive workplace for employees where all individuals are treated with respect and dignity. We are an equal opportunity employer and make employment decisions based on merit, qualifications, and business needs. We do not discriminate on the basis of race, color, religion, sex, national origin, age, gender, disability, veteran status, sexual orientation, or any other protected status under applicable laws. We are dedicated to fostering a workplace that reflects a diversity of thought and experience as well as our values of being smart, open, driven, accountable, and curious.
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