Executive Assistant

About Vitra Health

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. 

About the Role

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.

Executive Calendar & Administrative Support

• 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.

Executive Organization & Follow-Through

• 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.

Meeting Coordination & Communication

• 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.

Reporting, Data & Technology

• 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.

Project Coordination & Business Support

• 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.

What We're Looking For

• 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.

Why Join Vitra Health?

At Vitra Health, you'll have the opportunity to work alongside a dedicated leadership team at an organization making a meaningful difference in the lives of individuals and families throughout Massachusetts. Join a growing organization where your contributions help support both our employees and the communities we serve.

Perks & Benefits

• Employer sponsored health Insurance with a generous employer match.
• Dental and Vision Benefits.
• Supplemental Benefits
• Life, Accident, Critical Illness and Disability Insurance.
• 401K with a 5% company match.
• Accrued Paid-Time-Off.
• Ten company paid holidays.
• Wellness Benefits.
• Tuition Reimbursement.
• Supportive team structure and company culture with a focus on work/life balance

Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, or any other protected status.