Executive Assistant, New Product Innovation (On Site - Acton, MA)

Job Title:                     Executive Assistant

FLSA Status:               Exempt

We are seeking a highly organized and proactive Executive Assistant to support multiple Vice Presidents (VPs) within the  CTO organization. The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks. This role requires strong communication skills, a high level of discretion, and the ability to work independently.

Key Responsibilities:

• Scheduling and Calendar Management; Coordinate and manage the VPs’ calendars, scheduling meetings, appointments, and conferences. Ensure efficient time management and prioritize requests based on urgency and importance.
• Travel Arrangements:: Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
• Expense Management: Manage corporate card expenses. Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
• Meeting Coordination: Organize and coordinate meetings within MS Teams, Webex or Zoom, including preparing agendas, taking minutes, and following up on action items. Arrange conference calls and video conferences as needed.
• Event Planning: Plan and execute team offsite meetings, events, and social gatherings. Coordinate logistics, venue bookings, catering, and other event-related tasks.
• Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
• Invoice Processing: Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
• Perform other duties as assigned.

Qualifications:

·Proven experience as an Executive Assistant or similar role supporting senior executives.

·Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams, Zoom and Webex).

·Experience with Concur and SAP systems is highly desirable.

·Strong organizational and time management skills.

·Excellent verbal and written communication skills.

·Ability to handle confidential information with discretion.

·Strong attention to detail and problem-solving abilities.

·Team oriented with superior interpersonal skills

·Ability to work independently and manage multiple priorities in a fast-paced environment.

·Bachelor’s degree or equivalent experience preferred but not required.

·Some travel may be required

NOTE: This position requires on-site working (requires on-site office/plant/lab work). #LI-Onsite

Additional Information:

Compensation & Benefits: For U.S.-based positions only, the annual base salary range for this role is $77,600.00 - $116,375.00 This position may also be eligible for incentive compensation. We offer a comprehensive benefits package, including: • Medical, dental, and vision insurance • 401(k) with company match • Paid time off (PTO) • And additional employee wellness programs Application Details: This job posting will remain open until the position is filled. To apply, please visit the Insulet Careers site and submit your application online. Actual pay depends on skills, experience, and education.