Job#: 3043986

Job Description:

Apex Systems is a world class technology services business that incorporates industry or insights and experience to deliver solutions that fulfill our clients’ digital visions.

Apex has an opportunity for a Senior Executive Assistant. For applicants who are interested in this opportunity, send your updated resume to [email protected].

Here are the details:

Position: Senior Executive Assistant

Location: Acton, MA

Project Duration: 6 months

Rate: Negotiable Bases on Experience

JOB DESCRIPTION

Candidates local to Acton, MA preferred

Position Overview:

The Senior Executive Assistant will provide high-level administrative support to the VP leaders and when possible, the position will also provide support to other members of the leadership team, as needed. This role operates as a strategic partner and force multiplier, so not the traditional administrative support role. While tactical execution (calendar, travel, logistics) must be flawless, those capabilities are table stakes. The differentiator we are looking for is judgment, anticipation, and business acumen that extends our leader’s effectiveness across the organization, helping prioritize competing demands, anticipate emerging issues, and ensure the leaders time and attention are focused on the highest-value work. The ideal candidate is a seasoned, detail-oriented professional with exceptional multitasking abilities and a proactive mindset. This role requires excellent communication skills, sound judgment, discretion, and the ability to operate independently in a fast-paced environment.

RESPONSIBILITIES

· Executive Support & Point of Contact: Serve as the primary liaison for the VP, International Downstream Marketing, and assigned VP leaders both in-person and virtually, ensuring seamless communication and coordination.

· Calendar & Scheduling Management: Manage complex calendars including prioritizing meetings, resolving scheduling conflicts, and coordinating logistics such as room bookings, agendas, IT setup, presentations, catering, and attendee updates.

· Calendar Alignment: Ensure the Growth organization’s calendar is synchronized with the broader enterprise calendar.

· Digital Collaboration Tools: Maintain and update the team collaboration spaces like Teams and SharePoint to support team communication and alignment.

· Expense Management: Prepare and submit expense reports via Concur, ensuring accuracy and compliance. Reconcile corporate card transactions regularly.

· Meeting Coordination: Organize and facilitate meetings across platforms (MS Teams, Zoom, etc.), including agenda preparation, minute-taking, action item tracking, and presentation development. Lead logistics for quarterly town Halls.

· Event Planning: Plan and execute team offsites, social events, and other gatherings led by the leaders they support, including venue selection, catering, and vendor coordination.

· Vendor & Purchase Order Management: Use SAP to create vendor accounts and process purchase orders. Track approvals and ensure timely payments.

· Invoice Processing: Manage invoices, resolve discrepancies, and maintain accurate financial records.

· Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itinerary management. Handle last-minute changes with agility.

· Confidentiality & Communication: Handle sensitive corporate information with discretion and communicate professionally within scope of authority.

· Additional Duties: Perform other responsibilities as assigned to support the effectiveness of the growth office

EDUCATION AND EXPERIENCE:

Minimum Requirements:

· 7–10 years of experience supporting C-level executives, GMs and marketing leads.

· Proven ability to manage complex projects and coordinate across stakeholders.

· Experience in global organizations, navigating time zones and cultural nuances.

· Experience in high-growth, fast-paced, or highly ambiguous environments

· Evidence of owning initiatives beyond administrative tasks (executive offsites, special projects, cross-functional coordination)

Skills/Competencies:

· Dependable, highly organized and very detail oriented.

· Ability to act independently and use discretionary judgment.

· Demonstrated problem-solving and project management skills.

· High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, SharePoint, and Smartsheet.

· Experience with Concur and SAP is highly desirable.

· Exceptional verbal, written, and presentation skills.

· Ability to manage multiple priorities and work effectively under pressure.

· Strong interpersonal skills and a collaborative, team-oriented approach.

· Resilient and professional mindset in a dynamic and fast-moving environment

Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Everforth Apex uses a virtual recruiter as part of the application process. Click here for more details. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Everforth Apex and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.apexsystems.com/privacy-policy

Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Everforth Apex team member can provide.

Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.

If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [email protected] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.

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