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Executive Assistant

Boston, MA 02215

Posted: 06/01/2023 Employment Type: Contract To Hire Job Category: Administrative Job Number: 567818 Is job remote?: No Country: United States

Job Description

Executive Assistant
Hybrid – 3x per onsite

Must Haves:
  • Bachelor’s Degree
  • 10 years of Administrative/EA experience
  • Experience supporting Executives
  • Experience supporting Board of Directors
  • Expense tracking
  • Nonprofit

Nice to Have:  
  • Donor tracking

The Executive Assistant provides clerical and administrative support to the President, ensuring the Office of the President runs efficiently and with a high level of professionalism. This position also provides clerical and administrative support to the Chair of the Board of Trustees, Trustees, and other departments on an as-needed basis.

Major Responsibilities:
? Provides hands-on coordination of all aspects of the President’s office to maximize efficiency and free up the President to focus on the Society’s priorities.* Specific activities include but are not limited to:
o Maintaining the President’s calendar, meeting schedule, and relevant agendas
o Typing and disseminating correspondence and reports
o Screening telephone calls and handling as appropriate
o Making and managing all travel arrangements
o Manage President’s expenses, including submitting expense reports and maintaining records in consultation with Finance team
o Maintaining accurate records, electronic and hard copy as appropriate
o Creating and documenting processes and systems to ensure contemporaneous records of events of import to the President and the MHS
? Support the President’s work around fundraising and representing MHS to the general public by:
o Organizing group and individual special events, visits and tours involving the President’s Office,
coordinating with Advancement as needed
o Scheduling, planning, catering, coordination with other departments
o Oversee communications with visitors, consulting with Communications or other departments
as needed
o Logging the President’s external relations actions into the donor database Volunteer tracking
and appreciation, including annual events and gifts (This isn't volunteer leadership but the few
folks who come in to do tours, transcriptions, etc.)

? Provides clerical and administrative support to other departments on an as-needed basis, including but not limited to:*
o Plan and take notes for Senior Leadership Team meetings Page 2 of 2
o Support SVP of PEA in the absence of their Executive Assistant
o Support CFO on board materials preparation on an as-requested basis

• Support the President and their staff and consultants with managing all special projects, including budgeting, strategic planning, consultant projects, and ad hoc projects via:
o Tracking deadlines, project component owners, and needed documents
o Following up with relevant parties to ensure timely completion of tasks
o Creating agendas and taking meeting notes, as well as sending action items to task owners

Education? Bachelor’s Degree or 10 years’ direct experience as an executive assistant

? Minimum of 10 years’ experience as an assistant to the top executive, preferably in a nonprofit organization
? Experience working with a board of trustees or directors
? Experience interacting with donors and volunteers
? Demonstrated success working in a fast-paced office with a multi-faceted workload and frequently changing priorities
? Ability to represent the Office of the President with strong interpersonal skills and professionalism to diverse constituents, internally and externally
? Excellent verbal and written communication skills with strong skills in keeping minutes, creating agendas, and preparing relevant persons for meetings
 ? High proficiency with Outlook Scheduling Assistant and all MS Office suite products
? Strong planning and organization skills with ability to prioritize, pivot, and multi-task
? Strong event and project planning skills, with experience managing deadlines and document flow
? High level of initiative and ability to anticipate the workflow needs of the President
? Ability to independently coordinate with department heads and organizational leadership in managing projects and resolving issues
? Ability to display good judgment with a high level of discretion and confidentiality
 ? Diplomacy, tact, and an appropriate sense of urgency in managing internal and external contacts, especially with organization donors, trustees, and members of organization leadership
? Effective analytical and problem-solving skills
? Ability to learn and operate basic data entry within donor
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