Executive Assistant

Senior Executive Assistant

IDC is seeking a highly experienced and proactive Senior Executive Assistant to support a member of our executive leadership team. This is a senior-level role that goes well beyond traditional administrative support. It requires a professional who can anticipate needs, manage complexity on a global scale, and ensure seamless day-to-day operations. The successful candidate will be a trusted partner, enabling the executive to focus on strategic leadership.

This role requires a high degree of flexibility and responsiveness, with the ability to support an executive whose schedule extends beyond standard business hours and across global time zones.

This role is based on our Needham MA location with a hybrid work schedule to come into the office 1-2 days per week.

Recruitment Fraud Notice : IDC would like to inform you that we conduct our formal communications via corporate email, our Applicant Tracking System iCIMS, LinkedIn messaging, or directly by phone. We do not use any other platform (including Telegram, WhatsApp, Signal, text, instant message, etc.) to communicate with prospective candidates. If you receive any communication outside of our formal communications channels, please ignore it and block the sender or caller. In addition, we do not ask candidates to provide sensitive personally identifiable information such as bank account or social security numbers. If you have been contacted by someone claiming to represent a job offer, please report it as potential job fraud to law enforcement.

Responsibilities

Executive Support

• Manage complex and dynamic calendars, balancing priorities across global time zones.
• Anticipate needs and ensure the executive is fully prepared for meetings, presentations, and external engagements.
• Provide timely support and follow-through during extended business hours, ensuring alignment with the executive's working pace and priorities.
• Handle sensitive and confidential information with absolute discretion.
• Monitor, organize, and streamline email and communications to maximize executive focus and effectiveness.
• Draft and refine correspondence, presentations, and briefing documents with clarity and professionalism.
• Serve as the executive's administrative liaison with senior leaders, clients, partners, and external stakeholders.
• Coordinate logistics for board-level and client-facing engagements, ensuring a polished experience.
• Plan and manage complex domestic and international travel with foresight, ensuring itineraries are efficient, practical, and aligned with executive priorities.
• Anticipate potential conflicts and proactively adjust schedules to minimize friction and maximize productivity.
• Prepare comprehensive itineraries and briefing materials that include logistics, meeting context, and key stakeholder details.
• Ensure seamless transitions between meetings, events, and travel segments, with a focus on keeping the executive prepared and effective.
• Coordinate logistics for leadership offsites, board meetings, and external events with a high degree of precision and professionalism.
• Process and reconcile expenses, ensuring accuracy and compliance with company policies.
• Maintain organized systems for documents, contacts, and records.
• Collaborate with internal administrative teams to ensure alignment and efficiency.

Qualifications

IDC is an Equal Opportunity Employer. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, handicap, race, color, religion, gender, gender identity and expression, ancestry, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or other categories protected by law.

At IDC we are committed to fair and equitable pay practices. We pay our employees equitably for their work, commensurate with their individual skills and experience. Salary range and additional compensation, including discretionary bonuses and incentive pay, are determined by a rigorous review process. This process considers the experience, education, certifications, and skills required for the specific role, equity with similarly situated employees, as well as employer-verified US region-specific market data provided by an independent 3rd party partner. The expected total annual compensation, depending on location and experience, is between $90,000 and $110,000 and is inclusive of base salary and variable compensation (if applicable).