Executive Assistant

Position Summary

Beacon Hill is seeking an Executive Assistant to provide high-level administrative support to senior executive leadership within a large healthcare environment. This role requires a proactive, highly organized professional with strong executive calendar management, complex meeting coordination, Board support, expense management, and administrative operations experience.

Position Details

• Job Type: Contract to Hire
• Pay Rate: $30.00-$35.58/hour
• Schedule: Monday-Friday, 7:30 a.m.-4:00/4:30 p.m.
• Work Arrangement: Onsite

Key Responsibilities

• Manage complex executive calendars, appointments, and scheduling priorities.
• Proactively anticipate scheduling needs and help executives effectively manage their time.
• Coordinate multi-stakeholder meetings, leadership sessions, retreats, and quarterly Board meetings.
• Prepare agendas, meeting materials, minutes, and follow-up documentation.
• Coordinate meeting logistics including rooms, catering, attendee communications, parking, directions, audiovisual setup, and hybrid meeting preparation.
• Process and reconcile expense reports, invoices, and financial transactions.
• Coordinate executive travel and related expenses.
• Maintain payroll and timekeeping reports, including vacation, sick time, and other schedule information.
• Manage incoming calls, correspondence, mail, and email as requested.
• Maintain confidential electronic and paper filing systems.
• Coordinate with internal leaders, project managers, consultants, vendors, and other Executive Assistants.
• Provide administrative support for special projects and committees.
• Serve as backup support for other Executive Assistants as needed.
• Maintain professional relationships with internal and external stakeholders.

Systems & Tools

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Office Suite
• Concur for travel and expense management
• Windows-based business applications

Qualifications

• Bachelor’s degree in business, healthcare, or a related field.
• 5-7+ years of administrative or executive support experience in a professional office environment.
• Experience supporting senior executives and managing complex calendars.
• Strong experience coordinating multi-stakeholder and executive-level meetings.
• Experience preparing agendas, taking minutes, tracking follow-up items, and managing meeting logistics.
• Advanced Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with Concur for travel and expense management preferred.
• Excellent written and verbal communication skills.
• Strong organizational, customer service, and interpersonal skills.
• Ability to anticipate needs and work proactively with limited direction.
• Strong attention to detail and ability to manage multiple priorities.
• Board or senior leadership meeting coordination experience preferred.