Executive Assistant to the Chief People and Culture Officer and General Counsel

Ceres.org • Boston, MA

6d • $50,600 - $60,150 • Hybrid

About The Position

The Executive Assistant position reports to the Chief People and Culture Officer (50%) and Ceres’ General Counsel (50%). The Executive Assistant should be highly organized and proactive to assist executive level staff at Ceres. This full-time position provides a combination of administrative and departmental support. As a representative of senior management at Ceres, the Executive Assistant must support Ceres’ commitment to inclusion and belonging and embody that commitment to foster an inclusive work environment.

This is a full-time, non-exempt hybrid position and will require the Executive Assistant to work onsite in the Boston office a minimum of two days per week (typically Tuesdays and Thursdays) or as needed for meetings and events. Candidates must be flexible to work with employees in all US time zones.

Requirements

• Bachelor’s degree or commensurate experience required.
• Minimum of two (2) years of related full-time work experience required
• Strong organizational, logistical, and time management skills, with keen attention to detail.
• Demonstrated initiative and motivation with the ability to manage and prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Ability to anticipate executive needs to ensure smooth operations and strategic support.
• Sound judgment and high level of integrity and professionalism, with a proven ability to manage confidential information and maintain discretion, diplomacy, and courtesy in all contacts.
• Highly developed communication skills, both written and verbal.
• Excellent research and problem-solving capabilities.
• Ability to work proactively, both independently and collaboratively with a team.
• Proficiency with word-processing, spreadsheets, databases, e-mail, and presentation programs.
• Interest in being part of a diverse workforce and willingness to support Ceres’ Commitment to Inclusion and Equity.
• Willingness to travel as needed.
• Existing work authorization is required at the time of application submission as Ceres is unable to sponsor any work visa sponsorship for this position.

Nice To Haves

• experience as an assistant to a senior executive highly preferred.
• Experience and/or interest in human resources and/or the legal field highly preferred.
• Knowledge of, or experience with, sustainability issues and/or NGOs, a plus.
• Familiarity with project management, HRIS, LMS, and/or CRM platforms including Asana, Paycor, 15Five, Articulate, PACER and/or Salesforce a plus.

Responsibilities

• Provide administrative and logistical support to the Chief People and Culture Officer and other senior members of the team: prioritizing phone calls, correspondence, and meeting requests, managing complex calendars/schedules, and ensuring follow-through of specific activities and projects to completion.
• Attend internal and external meetings, as assigned, to take notes, identify next steps, and ensure follow-through on activities to completion.
• Support executive or team communications by drafting, editing, and, as needed, distributing communication on behalf of the Chief People and Culture Officer.
• Assist in development and management of team planning, goal setting, and impact tracking, working in concert with Chief People and Culture Officer and project leads.
• Assist team in roll out and distribution activities of key reports and special projects.
• Provide presentation support for Chief People and Culture Officer, including conducting research, drafting speaking points and/or presentations, and attending meetings, as needed.
• Assist with planning, coordination, and logistics for virtual and in-person events.
• Book travel, schedule meetings, and draft trip itineraries for Chief People and Culture Officer.
• Process Chief People and Culture Officer expenses, reimbursements, and other finance-related administrative duties.
• Support engagements with external vendors and special projects, as necessary.
• Coordinate monthly team meetings including creating agendas, managing logistics, notetaking, and meeting follow-up.
• Serve as representative of P&C team on various internal planning committees and in support of relevant activities and events.
• Travel to meetings and events, as required.
• Other projects or tasks as assigned.
• Conduct research regarding court cases as requested.
• Provide case tracking via the federal PACER system.
• Manage queue of documents forwarded for legal review.
• Coordinate signatures and approvals of contracts.
• Schedule meetings and appointments to synchronize with the calendars of other senior leaders and Ceres’ organizational calendar.
• Manage team correspondence; prioritize email and Slack communications, determine actions and ensure follow-through of activities to completion.
• Make necessary travel arrangements coordinating air, hotel, and other logistics as necessary.
• Manage expense reimbursement for executives and key initiatives.
• Other projects or tasks as assigned.

Benefits

• opportunities for hybrid and remote work
• 80%, 81% or 85% (depending on your coverage election) employer paid health insurance
• 85% employer paid dental insurance
• a 403(b) retirement plan with a generous match that starts on day one
• generous allowances for commuter and work from home expenses
• flexible spending accounts to set aside money on a pre-tax basis for eligible expenses
• 10 holidays
• generous vacation
• additional paid time off including week-long summer and winter breaks, summer Fridays, and sick, personal, and parental leave.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive