Executive Assistant to CEO

Overview

Spectra Networks is seeking a highly organized and proactive Executive Assistant to provide direct support to the CEO. This is a part-time position (16–24 hours per week) with the opportunity for future full-time employment. The ideal candidate thrives in a fast-paced, technical environment and is comfortable managing multiple priorities while maintaining exceptional attention to detail. As the CEO's right-hand, you will play a critical role in ensuring smooth day-to-day operations, streamlining communications, and supporting client-facing and internal initiatives across the organization. This role is based at our Peabody, MA office with hybrid flexibility, allowing for a mix of in-office and remote work. While you will not manage other staff directly, you will serve as a key liaison between the CEO and the rest of the Spectra Networks team, our clients, and our vendors.

Key Responsibilities

● Schedule & Calendar Management: Own and manage the CEO's calendar, coordinate meetings, protect focus time, and proactively resolve scheduling conflicts across internal and external commitments.

● Client Communication: Serve as a professional point of contact for clients on behalf of the CEO, drafting and managing correspondence, follow-ups, and scheduling client-facing meetings and calls.

● Vendor Coordination: Liaise with technology vendors, service providers, and partners to manage relationships, track renewals, coordinate procurement, and ensure timely follow-through on agreements.

● Project Support: Assist in tracking project milestones, coordinating resources, following up on deliverables, and ensuring deadlines are met across internal initiatives and client engagements.

● Document Management: Create, organize, and maintain business documents including proposals, scopes of work, internal procedures, and reports. Ensure documentation is accurate, current, and accessible.

● Technology Business Review (TBR) Support: Assist in preparing, scheduling, and documenting Technology Business Reviews with clients, including recording meeting notes, action items, and follow-up tasks.

● Reporting: Pull and compile reports from the company's ERP system (Odoo) to support operational, financial, and client reporting needs.

● General Administrative & Client-Facing Support: Support additional client-facing and operational tasks as needed, including coordinating team communications and preparing meeting materials.

Qualifications

● Associate's degree in Business Administration, Communications, or a related field — or equivalent professional experience in lieu of formal education.

● Minimum of 3 years of experience in an executive assistant, administrative assistant, or similar support role.

● Experience supporting C-level executives or senior leadership, preferably within a technical or IT-related environment.

● Proficiency with Microsoft 365 including Outlook, Teams, Word, PowerPoint, and Excel.

● Experience with Canva or similar design tools for creating professional presentations and visual materials.

● Demonstrated experience working with a CRM and/or ERP platform is required (e.g., Odoo, ConnectWise, HubSpot, Salesforce, or similar)

● Familiarity with project management tools (e.g., Microsoft Planner, Project, Trello, Asana, Monday.com) and/or project management methodologies.

● Exceptional attention to detail with strong organizational and time management skills.

● Excellent written and verbal communication skills with the ability to interact professionally with clients, vendors, and team members.

● Strong problem-solving ability — resourceful, quick on your feet, and comfortable adapting to shifting priorities.

● Ability to handle confidential information with discretion and professionalism.

Bonus Skills (Nice to Have)

● Experience working within a Managed Service Provider (MSP), IT services, or technology company.

● Familiarity with Odoo ERP.

● Basic experience with generative AI tools such as Microsoft Copilot, Claude, or ChatGPT for productivity and content support.

● Experience with IT service management (ITSM) concepts or ticketing systems (e.g., ConnectWise, Autotask, Halo PSA).

Who You Are

Beyond qualifications and experience, we are looking for someone whose work style and professional approach are a strong fit for our team. The ideal candidate is dependable, adaptable, and takes pride in producing high-quality work with minimal oversight.

● Highly detail-oriented, with a strong commitment to accuracy, organization, and follow-through.

● Able to manage multiple priorities effectively while maintaining consistency and meeting deadlines.

● Resourceful and solutions-focused, with the ability to work through challenges independently before escalating when appropriate.

● Comfortable adapting to changing priorities and navigating ambiguity with professionalism and composure.

● A strong written communicator who produces clear, polished, and professional correspondence and documentation.

● Self-directed and proactive, with the initiative to take ownership of responsibilities and complete work with minimal supervision.

Spectra Networks is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to building an inclusive workplace.