Executive Assistant

3729 Executive Assistant Boston, MA 3 Months

Sigma Inc is currently looking for an Executive Assistant to work onsite at Boston, MA

Please note:
In office 4 days, 1 day remote

Summary: The Executive Assistant provides high-level administrative and operational support to the NEIDL Director and Chief Operating Officer (COO). Serving as a trusted partner to senior leadership, this position manages executive priorities, coordinates complex activities and special projects, and facilitates communication across internal and external stakeholders. The role requires exceptional organizational skills, discretion, independent judgment, and the ability to anticipate needs and manage competing priorities in a dynamic research environment.

Responsibilities:

• Executive Support: Manage complex calendars, meetings, travel arrangements, correspondence, and executive communications. Anticipate leadership needs, coordinate meeting preparation and follow-up, and handle sensitive information with discretion.
• Administrative & Operational Coordination: Serve as a central liaison between NEIDL leadership, faculty, staff, university administration, and external stakeholders. Coordinate administrative processes, purchasing, reimbursements, vendor relationships, and day-to-day operational needs.
• Project Management: Independently coordinate special projects and cross-functional initiatives, including workplace improvements, facility-related activities, and operational enhancements. Track deliverables, timelines, budgets, and outstanding action items.
• Faculty Recruitment & Academic Support: Coordinate faculty recruitment activities, including candidate communications, interviews, seminars, visits, and supporting documentation. Facilitate collaboration among NEIDL leadership, academic departments, and university stakeholders.
• Communications & External Relations: Draft and distribute internal announcements, leadership correspondence, and operational updates. Coordinate visits from distinguished guests, university leadership, scientific collaborators, and other external stakeholders.
• Events & Employee Engagement: Plan and execute organizational events, recognition activities, wellness programming, and employee engagement initiatives. Manage event logistics, vendors, communications, and associated budgets.
• Research & Decision Support: Research operational needs, evaluate proposals, prepare cost comparisons, and develop concise summaries and recommendations to support leadership decision-making.

Requirements:

• Exceptional organization, prioritization, and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated discretion, professionalism, and sound judgment.
• Ability to work independently, anticipate needs, and resolve problems proactively.
• Strong interpersonal skills and ability to coordinate across organizational levels.
• Experience managing multiple projects and competing deadlines in a fast-paced environment.