Senior Executive Assistant

Position location:

Upon agreement between you and your supervisor, you are entitled to a flexible arrangement where you will be able to split your time between working from the Waltham, MA office and working remotely.

Provides advanced administrative support for Chief level executive (“C suite”) roles, assisting in key projects and confidential initiatives at a corporate level. Position involves continual association with high priority items and timelines. Manages highly confidential and sensitive material with exposure to confidential contacts. Position has high degree of visibility and acts as a primary liaison for the executive. This role reports to a Chief level executive or broad-scope Executive Vice President that reports to a CEO.

• Provides advanced administrative support to executive and top management in the functional department.
• Routinely responds on behalf of the executive to written and electronic communication.
• Handles material of a highly confidential and time-sensitive nature, as well as various complex situations involving clerical/administrative functions that do not require the executive’s direct attention.
• Uses judgment and initiative to determine appropriate actions in non-routine situations.
• Interprets and adapts guidelines, precedents, and practices.
• Organizes and coordinates highly confidential and high‑level meetings/conferences for the executive as needed.
• Identifies and resolves potential conflicts in schedules and locations.
• Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls, etc.
• Manages travel arrangements.
• Reconciles expense reports for executive.
• Prepares budgets for executive and gathers data for various types of reporting.
• Assists in the preparation of reports as required by senior staff by contacting company personnel at all levels.
• Relies on experience and judgment to plan and accomplish goals.
• Makes independent decisions regarding planning, organizing, and scheduling work within established guidelines.
• Performs standard administrative functions such as screening mail and telephone calls, scheduling appointments, maintaining the calendar, setting up filing system, and coordinating meetings.
• Keeps records of equipment purchases and maintenance for the department.
• Maintains certifications, memberships, and publications for the department.
• Keeps log of paid time off for staff and other staffing administrative duties.
• Assists with various projects as assigned.
• Performs other duties as assigned.
• Additional responsibilities may include focus on one or more departments or locations (see addendum).

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High School diploma or equivalent required. Two years of college/Associate Degree preferred.

• 8+ years with a minimum of 5 years as a senior level executive assistant.
• Proven success supporting administrative functions for executive level management.
• Ability to function in a fast‑paced challenging environment with minimal supervision.
• Ability to prioritize with strong organizational and multitasking skills.
• Ability to exercise considerable discretion and independent judgment when making decisions and interacting with clients.
• Ability to communicate (verbally and written) with considerable tact and diplomacy.
• Excellent telephone skills.
• Excellent skills in Microsoft Word, Excel, PowerPoint, web meeting applications, and calendar management.
• Very detail and results oriented; proofreading skills.
• Excellent communication with senior executives at all levels inside and outside the organization.
• Knowledge of organizational operations and procedures.
• Knowledge of business and technical vocabulary.

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off
• Parental leave
• Drug‑free workplace

Rate: $38 - $45/hr for Waltham, MA location.

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service or other non-merit‑based factors.