Executive Assistant / Administrative Director

A rare opportunity for a poised, highly organized professional who enjoys being the connective tissue of a small, fast-moving firm.

The Opportunity

Full-time, in-office

This is not a traditional executive assistant position. The Executive Assistant / Administrative Director will be a trusted right hand to senior leaders and a central operator for the business—bringing order, momentum, and thoughtful follow-through to both day-to-day priorities and the firm's most important initiatives.

The right person is energized by variety: one moment coordinating a complex calendar or travel itinerary, the next helping move a financial process, investor communication, HR initiative, or firmwide project across the finish line. In a lean environment, you will have real ownership, visibility, and the chance to make a meaningful impact every day.

What You'll Own

• Provide high-touch executive support, including calendar stewardship, meeting coordination, travel and lodging arrangements, visitor support, correspondence, and day-to-day problem solving.
• Keep the office and leadership team operating smoothly by anticipating needs, improving workflows, and managing a broad range of administrative priorities with discretion.
• Coordinate communications and logistics for external stakeholders, including meeting materials, periodic updates, and events.
• Partner with outside service providers and internal leaders on recurring financial and operational processes, including reconciliations, audit support, and documentation.
• Help administer people-related processes and serve as a reliable point of coordination for HR and office operations.
• Maintain accurate contact and relationship information in the firm's CRM; help ensure records, communications, and follow-up stay organized.
• Support the preparation of polished presentations, communications, and other materials that reflect a high standard of professionalism.
• Bring structure to a wide variety of ad hoc projects—owning details while keeping stakeholders informed and deliverables moving.

What Will Make You Successful

• At least five years of experience in executive support, office management, operations, or a similarly high-accountability administrative role.
• Exceptional organization and follow-through, with the judgment to prioritize competing requests and the confidence to take initiative.
• A warm, polished communication style and the ability to work effectively with senior leaders, external partners, and visitors.
• Comfort with basic financial and accounting concepts; experience coordinating with accounting, finance, or professional-service providers is a plus.
• Advanced proficiency with Microsoft Office—particularly Outlook, Word, Excel, and PowerPoint—and an appetite for learning new systems and AI-enabled tools.
• Experience with CRM platforms is helpful; the ability to learn a new system quickly is essential.
• Impeccable discretion and sound judgment when handling confidential information.
• A collaborative, no-ego approach and genuine enjoyment of being the person who makes the team more effective.

Why This Role Stands Out

You will join a small team where your contributions are noticed and your work directly improves how the business runs. The role offers a meaningful blend of executive partnership and hands-on operations—ideal for someone who wants to be more than a scheduler, enjoys owning the details, and takes pride in creating calm, clarity, and momentum for others.

If you are resourceful, detail-oriented, and motivated by being a trusted partner in a growing organization, we encourage you to explore this opportunity.

Career Management Group is a boutique staffing partner focused on meaningful placements across healthcare, life sciences, technology, professional services, and more. Every role we represent is carefully vetted and client-approved — our goal is to match you with an opportunity where you can truly thrive.

Skills

Accounting, Artificial Intelligence (AI), Biology, Calendar Management, Centralized Operations/Management, Contact Management, Customer Relationship Management (CRM), Detail Oriented, Establish Priorities, Executive Assistant Skills , Finance, Financial Operations, Follow Through, Healthcare, Leadership, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Office Management, Operations Processes, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Professional Services, Reconciliation, Schedule Development, Stewardship, Support Documentation, Team Player, Travel Planning

About the Company

Career Management Group