Sr. Executive Assistant

Software Guidance & Assistance, Inc., (SGA), is searching for a Sr. Executive Assistant for an opportunity with one of our premier clients in Boston, MA or Plano, TX.

• Executive Support:
  • Calendar Management: Proactively manage complex, dynamic schedules for four senior executives. This involves scheduling and confirming meetings, managing time zone differences for global calls, prioritizing tasks, and resolving scheduling conflicts to keep stakeholders informed.
  • 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 filing, record‑keeping, and office supply management. Oversee expense reports and budget tracking for the executives to ensure accuracy and compliance with company policies.
• Program Coordination:
  • Project Coordination: Collaborate with the transformation team to plan and execute project activities, ensuring alignment with strategic goals and timelines. Maintain project trackers, dashboards, and documentation for up‑to‑date status reporting.
  • Meeting Facilitation: Organize and facilitate cross‑functional project meetings, ensuring participants are prepared and have access to necessary documentation. Record and distribute meeting minutes, tracking action items and follow‑up tasks for accountability.
  • Communication and Reporting: Develop and maintain strong relationships with key stakeholders across the organization to enhance communication flow and engagement. Prepare comprehensive project reports and presentations for executive review, distilling complex data into clear insights.
  • Risk and Issue Management: Assist in the identification and monitoring of project risks and issues, facilitating mitigation strategy development. Maintain a risk register and work with project leads to ensure proactive resolution.
  • Budget and Resource Monitoring: Support tracking and management of project budgets, ensuring efficient resource allocation and expenditures within planned limits. Assist in preparing financial reports and forecasts for leadership review.

• Bachelor’s degree in Business Administration, Management, or a 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 keen attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools such as MS Project, JIRA, Trello.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels of the organization.
• Strong problem‑solving skills and 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 is highly desirable.
• Project Management Professional (PMP) certification or equivalent is advantageous but not required.

• Attention to Detail:
  Demonstrated ability to manage intricate scheduling and project components accurately and efficiently.
• Proactive Problem‑Solving:
  Capacity to anticipate needs and offer innovative and timely solutions.
• Time Management:
  Proven track record of balancing multiple priorities and deadlines in a fast‑paced environment.
• Interpersonal
  
  Skills:
  
  Strong relationship‑building skills, with the ability to collaborate across teams and stakeholders.
• Adaptability:
  Ability to thrive in a dynamic, rapidly changing environment and manage ambiguity with confidence.

SGA is a technology and…