Executive Assistant

MBL•Woods Hole, MA

14d

About The Position

The Executive Assistant to the Chief Advancement Officer (CAO) provides administrative and strategic support, including project management, communications, prioritization, problem-solving, and relationship-building with MBL visitors, Board of Trustees members, and donors. The role also supports a defined portfolio of duties for the Director of Communications and contributes to fundraising initiatives and collaboration across the Development and Communications teams. The ideal candidate is highly organized, proactive, detail-oriented, discreet with confidential information, and comfortable in a dynamic, mission-driven workplace. The Executive Assistant proactively manages the CAO’s calendar and briefings, drafts correspondence and meeting materials, coordinates follow-up and action items, exercises judgment in handling requests and sensitive matters, and serves as a liaison to Board members. The role also manages projects, meetings, travel, expenses, and administrative needs; represents the CAO at selected meetings; and provides backup coverage for the Office of the President/Director. The position supports donor engagement and development activities, including personalized outreach, donor visits and events, maintaining donor portfolios and records in NXT, preparing Board Development Committee materials, and coordinating reports and research. It leads and tracks departmental projects, maintains shared calendars and project-management tools, and supports financial and budget activities for Development and Communications using NetSuite. Basic administrative support for the Director of Communications and other duties and special projects are also included.

Requirements

Five or more years of progressively responsible administrative experience in a nonprofit organization.
Demonstrated experience supporting senior executive leadership.
Excellent verbal and written communication and interpersonal skills, including experience interacting across all levels of an organization.
Ability to manage multiple competing priorities in a fast-paced environment while maintaining attention to detail in composing, typing, and proofreading materials.
Experience maintaining the highest level of confidentiality when handling sensitive organizational and leadership information.
Strong computer skills, including Microsoft Office Suite, Google Workspace, CRM software, and video-conferencing platforms.
Ability to work independently and collaboratively, with flexibility to adapt to MBL’s evolving needs.
Bachelor’s degree or equivalent work experience.

Nice To Haves

Project-management experience (2+ years).
Experience with CRM or donor database platforms (e.g., NXT) and/or ERP systems (e.g., NetSuite); training will be provided.

Responsibilities

Proactively manage the CAO’s calendar, anticipate conflicts, and renegotiate commitments as needed.
Prepare daily or weekly briefings for the CAO, including schedules, key issues, materials, and pending decisions.
Draft correspondence, talking points, and briefing memos for donor and Board interactions in the CAO’s voice.
Prepare agendas and pre-read materials for CAO meetings, track action items, and follow up to ensure completion.
Serve as the CAO’s primary point of contact, triaging requests and resolving or delegating matters as appropriate.
Handle sensitive or time-critical matters in the CAO’s absence and escalate appropriately.
Liaise with Board of Trustees members on scheduling, materials distribution, and routine inquiries.
Manage selected projects on the CAO’s behalf from planning through execution.
Represent the CAO at selected internal meetings and report back key takeaways and decisions.
Coordinate complex travel arrangements for the CAO, including donor visits and conference travel, with itinerary optimization and contingency planning.
Manage the CAO’s day-to-day administrative needs, including expense reports and meeting logistics.
Serve as the first point of contact for the Development and Communications department, handling phone inquiries and routing calls appropriately.
Provide backup coverage for the Office of the President/Director.
Maintain confidentiality and represent the CAO and Development department with professionalism, discretion, and a commitment to equity and inclusion.
Manage donor outreach in partnership with Development team members, including personalized communications, briefing materials, itineraries, campus parking, and tours.
Coordinate planning and logistics for meetings, donor events, and special initiatives across the Development department.
Maintain the CAO’s and Director’s donor portfolios in NXT with colleagues, record interactions, ensure accurate and timely data entry, and pull weekly reports.
Partner with the Database Administrator to run donor reports, log research, and keep donor contact details current in NXT.
Prepare for Board Development Committee meetings, including templated PowerPoint decks, gathering information, and research as needed.
Lead and track departmental projects, initiatives, and timelines, including taking and distributing meeting minutes.
Maintain shared calendars, project schedules, and department tools for Development and Communications using project-management software such as Monday.
Maintain department-wide organizational systems, tools, and administrative processes to support efficiency.
Support financial activities and monitor departmental budgets for Development and Communications using NetSuite, including submitting purchase orders, acknowledging receipt of goods and services, engaging with vendors, routing invoices, reviewing financial and budget reports, alerting managers to budget issues, and supporting budget development.
Process department invoices, reimbursements, and credit-card reconciliations.
Provide basic administrative support to the Director of Communications, such as expenses and travel as needed.
Take on other duties and special projects supporting the Development and Communications teams.