Executive Assistant – Senior Leadership Support

Location: Boston, MA
Job Type: Contract – 3 Months
Work Arrangement: Hybrid – 4 Days Onsite, 1 Day Remote
Company: Sigma Inc.

Job Summary

Sigma Inc. is seeking an experienced and highly organized Executive Assistant to provide high-level administrative and operational support to the Director and Chief Operating Officer (COO) of the New England Regional Biosafety Laboratory (NEIDL) in Boston, MA.

This role is ideal for a proactive administrative professional with experience supporting senior executives, managing complex calendars, coordinating projects, organizing high-level meetings and events, and handling confidential information. The successful candidate will serve as a trusted partner to senior leadership, helping streamline daily operations, coordinate cross-functional initiatives, and facilitate communication among faculty, staff, university administration, and external stakeholders.

The position offers a hybrid work arrangement, with four days onsite and one day remote per week, for an initial three-month contract.

Key Responsibilities

Executive & Administrative Support

• Manage complex executive calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.

• Arrange business travel, prepare itineraries, manage correspondence, and support executive communications.

• Prepare meeting agendas, briefing materials, presentations, and follow-up documentation.

• Handle confidential and sensitive information with discretion and professionalism.

Administrative & Operational Coordination

• Serve as the primary administrative liaison between senior leadership, faculty, staff, university departments, vendors, and external partners.

• Coordinate purchasing, expense reimbursements, vendor communications, and routine operational activities.

• Monitor administrative processes and identify opportunities to improve efficiency.

Project Management & Coordination

• Coordinate special projects, cross-functional initiatives, workplace improvements, and facility-related activities.

• Track project milestones, deliverables, timelines, budgets, and outstanding action items.

• Follow up with stakeholders to ensure projects remain on schedule and objectives are met.

Faculty Recruitment & Academic Support

• Coordinate faculty recruitment activities, including candidate communications, interview scheduling, seminars, and campus visits.

• Prepare and maintain recruitment documentation and related administrative materials.

• Coordinate with academic departments and university stakeholders to support recruitment and onboarding activities.

Communications & External Relations

• Draft, edit, and distribute executive correspondence, internal announcements, meeting notes, and operational updates.

• Coordinate visits involving university leadership, distinguished guests, scientific collaborators, and external stakeholders.

• Maintain professional communication across multiple organizational levels.

Event Planning & Employee Engagement

• Organize leadership meetings, departmental events, employee recognition activities, wellness programs, and engagement initiatives.

• Coordinate event logistics, vendor arrangements, communications, and budgets.

Research & Decision Support

• Research operational requirements, evaluate proposals, and prepare cost comparisons.

• Develop concise summaries, reports, and recommendations to support executive decision-making.

Required Qualifications & Skills

• Demonstrated experience as an Executive Assistant, Senior Administrative Assistant, Administrative Coordinator, or in a comparable executive support role.

• Experience supporting senior executives, directors, C-suite leaders, or other high-level stakeholders.

• Strong calendar management, meeting coordination, travel planning, and executive correspondence skills.

• Excellent written and verbal communication abilities.

• Strong organizational skills, attention to detail, and effective time management.

• Demonstrated discretion when handling confidential information.

• Ability to work independently, exercise sound judgment, anticipate needs, and resolve problems proactively.

• Experience managing multiple projects, competing priorities, and deadlines in a fast-paced environment.

• Strong interpersonal skills and the ability to coordinate effectively across departments and organizational levels.

• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Preferred Qualifications

• Experience in a university, academic, research, healthcare, or scientific organization.

• Experience coordinating faculty recruitment, academic interviews, seminars, or executive-level events.

• Familiarity with purchasing, expense reimbursements, vendor management, budget tracking, and project coordination.

• Experience preparing executive reports, presentations, cost comparisons, and decision-support documentation.

Work Schedule & Contract Details

• Location: Boston, Massachusetts

• Work Arrangement: Hybrid, with four days onsite and one day remote per week

• Contract Duration: 3 months

• Position Type: Contract

• Employer: Sigma Inc.

Candidates must be able to work onsite in Boston four days per week and meet the requirements of the hybrid schedule.