Executive Assistant

National Organization f•Norwell, MA

19d•Hybrid

About The Position

The National Organization for Rare Disorders (NORD) is the leading independent nonprofit organization representing all patients and families affected by rare diseases. Come join our team and be part of the transformation and acceleration of research, and the development of evidence-based policy, care support and awareness campaigns to improve the lives of the 30 million Americans impacted by rare diseases. We offer a competitive compensation and benefits package along with a collaborative work atmosphere, opportunities for career growth and development, and flexible telecommuting options. Learn more at www.rarediseases.org. Position Summary NORD is seeking a highly organized Executive Assistant to support the Chief Executive Officer (CEO) and Chief Strategy & Operations Officer (CSOO). This role is critical in managing daily priorities, coordinating calendars, and ensuring smooth communication and logistics across the executive team. In addition to executive support, this individual will oversee administrative operations at our MA office, which supports a small hybrid staff. The ideal candidate has experience supporting C-level executives, is proactive, detail-oriented, technologically proficient, and able to handle confidential information with discretion. This is a hybrid position with flexible remote work, but the Executive Assistant must be available to work on-site at least once per week, and as needed for projects and in-person meetings.

Requirements

Bachelor’s degree or equivalent experience in business administration or related field
Minimum of 5 years of experience in an executive support role, supporting C-level leadership
Strong track record of managing calendars, meetings, and administrative logistics
Strong alignment with NORD’s mission and values
High level of discretion and professional integrity when handling sensitive information
Advanced proficiency with technology, including Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and Concur for expense management
Outstanding organizational and time management skills, with an ability to multitask and prioritize effectively
Strong written and verbal communication skills; able to interact with colleagues and stakeholders at all levels
Solutions-oriented mindset and a collaborative, team-first attitude
Self-starter who thrives in a hybrid work environment and adapts well to evolving priorities

Nice To Haves

Experience in office coordination or facilities support is a plus

Responsibilities

Manage complex calendars and schedule internal and external meetings for the CEO and CSOO
Coordinate travel arrangements and process expense reports
Anticipate scheduling conflicts and prepare daily briefings as needed
Support planning and follow-up for meetings, including drafting agendas, taking minutes, and tracking action items
Serve as the primary administrative point of contact for the MA office
Open and distribute mail weekly; maintain inventory of office supplies
Liaise with building management to address facility needs
Greet visitors and manage the Quincy office phone line
Schedule meetings and conference calls for the Board of Directors
Prepare and distribute meeting agendas, materials, and other documentation
Maintain accurate records of Board membership and contact information
Draft polished documents, presentations, and reports for internal and external use
Support cross-functional projects, team coordination, and process improvements
Provide administrative assistance to other team members as needed
Performs other duties and functions as assigned