Executive Assistant

Vitra Health is a mission-driven healthcare organization dedicated to improving the quality of life for individuals and families across Massachusetts. Through home- and community-based services, we support aging adults, individuals with disabilities, and those with complex care needs. Our team is committed to providing compassionate, personalized care that makes a meaningful difference in people's lives.

Vitra Health is seeking an organized, detail-oriented Executive Assistant to provide administrative support to our leadership team. Reporting directly to our Co-CEO, this person will help keep daily operations running smoothly through calendar management, meeting coordination, document preparation, and communication support.

The ideal candidate is detail-oriented, resourceful, technologically proficient, and comfortable working in a fast-paced, growing organization. This position requires someone who can anticipate needs, manage multiple priorities, maintain confidentiality, and take initiative to help executive leadership operate efficiently.

• Manage the Co-CEO's calendar, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Organize daily and weekly schedules to help ensure priorities, deadlines, and commitments are addressed.
• Coordinate travel arrangements, itineraries, reservations, and related logistics.
• Prepare, edit, and format correspondence, presentations, reports, and business documents.
• Maintain organized electronic records, contact lists, executive files, and administrative documentation.

• Assist the Co-CEO in staying organized and on track with daily responsibilities, upcoming commitments, and outstanding assignments.
• Maintain task lists, reminders, deadlines, and follow-up trackers.
• Proactively anticipate administrative needs and identify opportunities to improve executive efficiency.
• Follow up with department leaders and team members on outstanding requests, updates, and deliverables as directed.
• Help organize competing priorities and communicate important deadlines or scheduling concerns.

• Coordinate executive, departmental, board, and external meetings, including scheduling, agendas, materials, and logistics.
• Attend meetings as needed to document discussions, decisions, and action items.
• Organize and distribute meeting notes, track follow-up items, and provide reminders when necessary.
• Assist with managing incoming communications, directing inquiries, and drafting correspondence on behalf of the Co-CEO.
• Serve as a professional and responsive point of contact for internal leadership, external partners, vendors, and other stakeholders.

• Assist with compiling departmental updates, operational reports, presentations, and basic performance tracking.
• Organize information and maintain Excel spreadsheets, trackers, and reporting documents.
• Support the preparation and maintenance of dashboards, KPI summaries, and executive reports.
• Utilize Microsoft Office, Teams, AI tools, and other technology to improve productivity and administrative efficiency.
• Assist with organizing and presenting information in a clear, accurate, and timely manner.

• Provide administrative coordination for executive initiatives, departmental projects, and special assignments.
• Track project deadlines, organize updates, and assist with communication between departments.
• Support expense reporting, invoice organization, reimbursement tracking, and basic financial documentation.
• Assist with coordinating executive events, leadership meetings, and company initiatives.
• Identify opportunities to improve administrative processes, organization, and communication.
• Perform additional administrative and executive support responsibilities as assigned to meet the evolving needs of the organization.

• 3–5 years of experience in an executive assistant, administrative support, or similar role.
• Previous experience supporting a CEO, executive, or senior leader preferred.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Familiarity with AI tools, project management software, and basic data reporting preferred.
• Excellent organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills with a professional and approachable demeanor.
• Exceptional attention to detail, accuracy, and follow-through.
• Ability to handle sensitive and confidential information with discretion.
• Comfortable managing changing priorities and working independently with minimal supervision.
• Strong problem-solving skills, resourcefulness, and willingness to learn new systems and processes.
• Experience in healthcare or a growing, multi-department organization is a plus but not required.