Executive Assistant

Marine Biological Laboratory • Falmouth, MA

15d • $75,000 - $90,000

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 visitors to MBL, Board of Trustees members, and donors. The role also supports a defined portfolio of duties for the Director of Communications.

This position contributes to fundraising initiatives and cross-functional collaboration across the Development and Communications teams. The Executive Assistant is expected to be highly organized, proactive, detail-oriented, and able to handle confidential information with discretion in a dynamic, mission-driven workplace.

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 organizational levels.
• Ability to manage multiple competing priorities in a fast-paced environment while maintaining attention to detail when 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 within a team, with flexibility to adapt to MBL's evolving needs.
• Bachelor's degree or equivalent work experience.

Nice To Haves

• Two or more years of project management experience.
• Experience with CRM or donor database platforms such as NXT and/or ERP systems such as NetSuite; training will be provided.

Responsibilities

• Proactively manage the CAO's calendar, protect time for priority work, anticipate conflicts, and renegotiate commitments as needed.
• Prepare daily and weekly briefings for the CAO covering the schedule, key issues, required materials, and pending decisions.
• Draft correspondence, talking points, and briefing memos in the CAO's voice for donor and Board interactions.
• Prepare agendas and pre-read materials for CAO meetings, track action items, and follow up with responsible parties.
• Serve as the CAO's primary point of contact and use judgment to prioritize, delegate, or independently resolve requests.
• Handle sensitive or time-critical matters in the CAO's absence, escalating when appropriate.
• Liaise with Board of Trustees members on the CAO's behalf regarding scheduling, materials distribution, and routine inquiries.
• Manage selected CAO projects from planning through execution and represent the CAO at selected internal meetings, reporting back key takeaways and decisions.
• Arrange complex, multi-stakeholder CAO travel, 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 professionally, with discretion and a commitment to equity and inclusion.
• Manage donor outreach with Development team members, including personalized communications, briefing materials, itineraries, campus parking, and tours.
• Coordinate planning and logistics for Development department meetings, donor events, and special initiatives.
• Maintain the CAO's and Director's donor portfolios in NXT with the Senior Associate Director of Advancement and Database Administrator, including recording interactions, accurate and timely data entry, and 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 creating templated PowerPoint decks, gathering information from Development team members, and conducting research as needed.
• Lead and track departmental projects, initiatives, and timelines with the CAO and other team members, 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 Development and Communications budgets under the CAO's direction using NetSuite, including submitting purchase orders, acknowledging receipt of goods and services, engaging with vendors, routing invoices, running and reviewing reports, alerting leaders 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.

What This Job Offers

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