LanceSoft Inc
Title
Sr Executive Assistant I
Duration 2 years with possible extension
Location Boston or Plano strongly preferred (can be remote for right fit)
Shift Hybrid, 2× a week or as needed
Pay Range $35/hr. – $39.40/hr. On W2.
Required
Strong MS Office (Excel and Power Point)
Strong communication skills, highly professional
Confidence in supporting top‑level executives
Help with PowerPoint presentations and coordinate town halls in addition to EA duties
Experience in technology and business transformation initiatives highly desirable
Overview We are seeking an exceptional and detail‑oriented Executive Assistant & Program Coordinator to support four senior executives spearheading a major multi‑year Technology Enabled Business Transformation. This position blends high‑level administrative support with critical program coordination responsibilities, requiring a dynamic professional who thrives in a fast‑paced, transformative environment.
Executive Support Calendar Management
Proactively manage complex, dynamic schedules for four senior executives, including scheduling and confirming meetings, managing time zone differences for global calls, and prioritizing tasks.
Resolve scheduling conflicts, ensuring all stakeholders are informed and updated promptly.
Communication
Serve as the communication gatekeeper, screening and prioritizing emails, calls, and other correspondence.
Draft, edit, and proofread high‑quality emails, presentations, and reports for internal and external audiences.
Prepare briefings for meetings by compiling relevant documents, reports, and data insights.
Travel Coordination
Plan and organize comprehensive travel itineraries, including flight bookings, ground transportation, and accommodation, ensuring alignment with executives’ schedules and preferences.
Prepare detailed travel briefings with all necessary documents and contacts.
Administrative Support
Handle a wide array of administrative tasks, including filing, record‑keeping, and office supply management.
Oversee expense reports and budget tracking for the executives.
Program Coordination Project Coordination
Collaborate with the transformation team to plan and execute project activities.
Maintain project trackers, dashboards, and documentation to provide accurate and up‑to‑date project status.
Meeting Facilitation
Organize and facilitate cross‑functional project meetings.
Record and distribute meeting minutes, tracking action items and follow‑up tasks.
Communication and Reporting
Develop and maintain strong relationships with key stakeholders across the organization.
Prepare comprehensive project reports and presentations for executive review.
Risk and Issue Management
Assist in the identification and monitoring of project risks and issues.
Maintain a risk register and work with project leads to ensure proactive management and resolution.
Budget and Resource Monitoring
Support the tracking and management of project budgets.
Assist in preparing financial reports and forecasts for review by the project leadership team.
Qualifications
Bachelor’s degree in Business Administration, Management, or related field is preferred.
3+ years of proven experience as an Executive Assistant, Program Coordinator, or Junior Project Manager, preferably in a technology or transformation setting.
Exceptional organizational skills with a keen attention to detail.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., MS Project, JIRA, Trello).
Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization.
Strong problem‑solving skills and the ability to anticipate needs and potential challenges.
Ability to handle confidential information with discretion and maintain a high level of professionalism.
Experience in technology and business transformation initiatives highly desirable.
Project Management Professional (PMP) certification or equivalent is advantageous but not required.
Key Competencies
Attention to Detail: Demonstrated ability to manage intricate scheduling and project components accurately and efficiently.
Proactive Problem‑Solving: Capacity to anticipate needs and potential challenges, offering innovative and timely solutions.
Time Management: Proven track record of balancing multiple priorities and deadlines effectively in a fast‑paced environment.
Interpersonal Skills: Strong relationship‑building skills, collaborating across teams and stakeholders.
Adaptability: Ability to thrive in a dynamic, rapidly changing environment and manage ambiguity with confidence.
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Duration 2 years with possible extension
Location Boston or Plano strongly preferred (can be remote for right fit)
Shift Hybrid, 2× a week or as needed
Pay Range $35/hr. – $39.40/hr. On W2.
Required
Strong MS Office (Excel and Power Point)
Strong communication skills, highly professional
Confidence in supporting top‑level executives
Help with PowerPoint presentations and coordinate town halls in addition to EA duties
Experience in technology and business transformation initiatives highly desirable
Overview We are seeking an exceptional and detail‑oriented Executive Assistant & Program Coordinator to support four senior executives spearheading a major multi‑year Technology Enabled Business Transformation. This position blends high‑level administrative support with critical program coordination responsibilities, requiring a dynamic professional who thrives in a fast‑paced, transformative environment.
Executive Support Calendar Management
Proactively manage complex, dynamic schedules for four senior executives, including scheduling and confirming meetings, managing time zone differences for global calls, and prioritizing tasks.
Resolve scheduling conflicts, ensuring all stakeholders are informed and updated promptly.
Communication
Serve as the communication gatekeeper, screening and prioritizing emails, calls, and other correspondence.
Draft, edit, and proofread high‑quality emails, presentations, and reports for internal and external audiences.
Prepare briefings for meetings by compiling relevant documents, reports, and data insights.
Travel Coordination
Plan and organize comprehensive travel itineraries, including flight bookings, ground transportation, and accommodation, ensuring alignment with executives’ schedules and preferences.
Prepare detailed travel briefings with all necessary documents and contacts.
Administrative Support
Handle a wide array of administrative tasks, including filing, record‑keeping, and office supply management.
Oversee expense reports and budget tracking for the executives.
Program Coordination Project Coordination
Collaborate with the transformation team to plan and execute project activities.
Maintain project trackers, dashboards, and documentation to provide accurate and up‑to‑date project status.
Meeting Facilitation
Organize and facilitate cross‑functional project meetings.
Record and distribute meeting minutes, tracking action items and follow‑up tasks.
Communication and Reporting
Develop and maintain strong relationships with key stakeholders across the organization.
Prepare comprehensive project reports and presentations for executive review.
Risk and Issue Management
Assist in the identification and monitoring of project risks and issues.
Maintain a risk register and work with project leads to ensure proactive management and resolution.
Budget and Resource Monitoring
Support the tracking and management of project budgets.
Assist in preparing financial reports and forecasts for review by the project leadership team.
Qualifications
Bachelor’s degree in Business Administration, Management, or related field is preferred.
3+ years of proven experience as an Executive Assistant, Program Coordinator, or Junior Project Manager, preferably in a technology or transformation setting.
Exceptional organizational skills with a keen attention to detail.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., MS Project, JIRA, Trello).
Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization.
Strong problem‑solving skills and the ability to anticipate needs and potential challenges.
Ability to handle confidential information with discretion and maintain a high level of professionalism.
Experience in technology and business transformation initiatives highly desirable.
Project Management Professional (PMP) certification or equivalent is advantageous but not required.
Key Competencies
Attention to Detail: Demonstrated ability to manage intricate scheduling and project components accurately and efficiently.
Proactive Problem‑Solving: Capacity to anticipate needs and potential challenges, offering innovative and timely solutions.
Time Management: Proven track record of balancing multiple priorities and deadlines effectively in a fast‑paced environment.
Interpersonal Skills: Strong relationship‑building skills, collaborating across teams and stakeholders.
Adaptability: Ability to thrive in a dynamic, rapidly changing environment and manage ambiguity with confidence.
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