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Executive Assistant

Boston, MA 02130

Posted: 06/02/2023 Employment Type: Direct Hire/Perm Job Category: Administrative Job Number: 564874 Country: United States Is job remote?: No

Job Description

Executive Assistant
Hybrid – mostly onsite
Direct Hire

Must Haves:
  • Bachelor’s Degree
  • Administrative experience
  • Excellent written and verbal communication
  • Microsoft office (Word, PowerPoint, Excel)
Preferred:
  • Nonprofit
  • Experience supporting executives
  • Board of Directors meeting experience

Job Summary
Reporting directly to the President, the Executive Assistant provides executive support to key FA executive team members.  The Assistant provides day to day, scheduling, communications and administrative support to the President and Chief Operating Officer (COO).  Additionally, the Assistant will have significant responsibility to independently manage projects.  The incumbent must be highly detailed-oriented, have excellent technology/software skills and superior writing ability.  They must be able to maintain a well-organized and efficient office (remote and onsite); including the establishment, implementation and maintenance of office systems that assist the President and COO.    

The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the president’s office and executive team.  The Assistant also serves as a liaison to the board of directors and leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.  The Assistant must excel working within an environment that is mission-driven, results-driven and community oriented.  The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and they must have the ability to handle information with sensitivity and discretion.  

Additionally, the position will provide project management work including document research, preparation and distribution.  The position will have a significant role in assisting with authoring various reports and presentations.  The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

This is a significant position within an environment that is diverse and rewarding, but that can also be challenging and demanding with ongoing changes in priorities and focus. 

Competencies
  • Critical thinking
  • Data management
  • Professional communication and client orientation
  • Adaptable
  • Growth mindset
  • Takes ownership
  • Collaborative
  • Mission driven

Duties & Responsibilities
Executive Office Management: 
  • Responsible for all administrative and office management functions of the President and COO including:
    • Schedules appointments and manages the President and COO’s calendar
    • Arranges meeting space and other pre- and post-logistics for internal and external meetings.
    • Attends meetings as requested, serving as a recorder.  Takes notes and distributes them to participants.
    • Answers phone calls and electronic inquiries, responds to questions, and redirects as needed by referring callers to the appropriate internal or external resources.
    • Develops and maintains contracts and other project files both in hard copies and electronically.
    • Organizes and maintains the president’s working files.
  • As an ambassador of the President and COO, provides superior customer service and ongoing stewardship to the board, programs and departments, staff, community collaborators, funders, volunteers, and many other external contacts. 
  • As a highly visible extension of the President and COO, takes responsibility for job presence, performance, visibility and behavior, and participation in agency activities, with the understanding that each affects the ability of the organization and staff to meet its goals. 
  • Provides technical support to online meetings and presentations (Zoom, MS Teams, Webex etc…)
  • Coordinates logistics for all meetings organized by the President and COO, including scheduling, procurement and set up of meeting space, developing briefing documents, preparing and distributing approved materials and agendas in advance of meetings, attending meeting, taking minutes, distributing follow up information and other operational aspects of the meeting.   
  • Triages and manages response when appropriate to all communications into the President. 
  • Arranges travel plans, expense reports, agency credit card approvals for President and COO.
  • Protects and maintains confidential information and adheres to FA’s policies and procedures.

Independent Project Management: 
  • Independently lead, manage, and execute projects assigned by the President and COO.   
  • Create and draft internal and external reports and analyze data for ongoing strategic and operational work plans and strategy development.
  • Assist in preparation of presentations and reports for President.
  • Provide project management support to the executive team members as needed.
  • Streamline, align, and maintain electronic processes, operations, and procedures to improve the management of report and literature produced by executive team.
  • Collects and compiles information for external and internal reports.
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