Executive Assistant to the President and CEO

The Boston Foundation•Boston, MA

1d•$90,000 - $110,000•Hybrid

About The Position

Perform administrative and logistical duties for the President & CEO and the Office of the President. Play a central role in helping to organize and enhance the President’s role and effectiveness internally and externally. Serve as a key liaison and gatekeeper for the President.

Requirements

Bachelor’s degree or equivalent experience
Minimum of ten years related executive assistant work experience
Previous experience as an Executive Assistant to a Senior Manager or CEO
Excellent proofreading and editing skills
Excellent verbal and written communication skills, including telephone skills
Superb organizational skills
Strong computer skills utilizing Microsoft Office products - Outlook, Word, PowerPoint, Excel
Mature interpersonal style; ability to interact well with a diverse range of people
Resiliency to absorb needs and challenges and a whatever-it-takes attitude to achieve results
Willingness to be proactive to address and anticipate personal needs
Patience and flexibility to meet demands of a constantly changing schedule
Ability to make decisions about how to manage and organize own workload
Ability to work under the pressure of tight deadlines
Participative work style; ability to receive feedback in a positive and productive manner

Responsibilities

Manage, organize, and maintain President's extensive calendar
Ensure that President’s schedule aligns with the evolving strategic priorities of the organization and that appropriate senior managers and other staff are engaged on key tasks, projects, and initiatives
Provide a visible presence in the Office of the President and be accessible to internal and external stakeholders including members of the Senior Management Team, Board of Directors, political and civic leaders
Register and welcome visitors
Provide administrative support for meetings, including technical set-up, zoom management, and notetaking
Coordinate and compile items for President’s daily briefing folder, working closely with the Special Assistant and other staff to ensure President is briefed and prepared for speaking engagements, meetings and conferences
Manage all President's phone calls; respond to requests for information and take accurate and complete messages; delegate action and promptly follow up on messages; implement and maintain call and email tracking system
Make all travel arrangements for President and produce detailed itineraries for complex, frequent, and often-changing travel schedules
Reconcile expenses and submit expense reports in a timely manner for President’s signature
Manage President’s correspondences as requested, including opening, reading, scanning, prioritizing and distributing all correspondence for action and follow-up; where appropriate, draft suitable responses to correspondences for President’s review and signature; as much as possible, ensure follow-through to ensure completion
Draft correspondence, memoranda, and other documents on a timely, error-free basis for President's signature
Maintain highest level of confidentiality with respect to the President and the Office of the President
Prepare and maintain President’s project files
Work closely with the Philanthropy Group to prioritize, coordinate, schedule and document all Presidential cultivation and solicitation with donors, Donor Advised Fund holders and key pipeline prospects, updating records in a timely manner in Saleforce
Proofread and edit various documents and/or correspondence generated by President
Maintain and update the filing of all correspondence that comes through the President’s office
Maintain list of and materials related to the various Boards the President sits on
Work with key staff to provide administrative support for various Board and Subcommittee meetings as needed
Maintain regular attendance