Special Assistant to the President and CEO

Embrace Boston, Inc.•Boston, MA

About The Position

Embrace is dedicated to forging connections, educating, and energizing communities across traditional borders to foster conditions essential for equity and justice. Guided by our mission and vision, we are committed to imagining and realizing the full potential of an inclusive and equitable society. We aim to create impactful change that promotes belonging. Vision: We envision a radically inclusive and equitable Boston where everyone belongs, with a particular focus on ensuring that marginalized communities prosper, all grounded in joy, love, and well-being. Our vision is for a city that enables all its residents to thrive, free from barriers and rich in opportunities. Position Summary: At Embrace, the role of the Special Assistant is responsible for ensuring the productivity of the President and CEO, optimizing their schedule, and ensuring that the entire team operates at its highest efficiency. Their daily tasks carefully balance long-term strategic objectives with immediate, time-sensitive details. The SA actively prepares content for meetings, oversees presentations, and collaborates with the broader team on projects involving the President and CEO. The Special Assistant reports to the President and CEO and holds a role that extends beyond traditional administrative duties; entrusted with the crucial task of maximizing the President and CEO's efficiency, the SA meticulously crafts the President and CEO’s schedule. Daily responsibilities require a fine-tuned ability to juxtapose overarching strategic goals with pressing, detail-oriented tasks. The Assistant is actively engaged in content creation for meetings, management of presentations, and collaborates closely on projects where the President and CEO has a pivotal role. This position is an unparalleled opportunity for those deeply committed to equity and racial justice, and to thrive in a vibrant, entrepreneurial setting.

Requirements

At least 3-5 years of relevant experience or in a role with transferable skills
Exceptional project management skills, extremely well-organized and strong attention to detail so there is confidence that work will not need to be double checked for accuracy
High degree of professionalism, discretion, entrepreneurship, relationship building and stewardship, and organizational skills with the ability to work both independently and with a team
Excellent written and oral communication skills; demonstrated experience communicating with a wide range of audiences and able to present key information in an engaging way in terms of both language and visual presentation
Curiosity about and interest in research; can quickly uncover facts and interested in pursuing additional information with focus and ability to draw insights from what is relevant
Resourcefulness in approaches to designing solutions, building relationships, and solving problems
A can-do and will-do attitude, i.e. no task is too high level nor too basic
Strong interpersonal skills and ability to build effective relationships
Experience in using Salesforce or a comparable CRM, Zoom, expense processing software, as well as the ability to adapt to new technologies
Passion for continuous learning and development
Excitement about and ability to make order out of ambiguity
Passion for racial and economic justice
Comfortable working with evolving priorities and timelines
Ability to balance attention to process, results and relationships
Proficient in Google applications (Drive, Docs, Sheets, Gmail) and Microsoft Office Suite (Word, Excel, PowerPoint)

Nice To Haves

Preference for a deep awareness, understanding, and connection to the Boston community, including connections to community-based organizations and leaders

Responsibilities

Project manage the President and CEO’s workload by scheduling all meetings and holding final responsibility for managing the President and CEO’s daily calendar and logistics
Screen President and CEO communications aligned with organizational priorities, responding in a timely manner and/or passing along to appropriate team members
Create, edit and format various types of presentations and complex correspondence, including letters, meeting minutes and agendas, reports, publications and statistical data
Provide proactive administrative, strategic and logistical support to a rapid flow of projects and fundraising efforts, including printed daily meeting briefs and monthly expense reporting
Provide administrative and project management leadership for internal and external meetings and events, including fundraising events
Provide administrative leadership to Board of Director meetings
Is a key member of the advancement team and supports CRM data entry and management
Expectation to attend events with the CEO that will fall during or after traditional business hours
Provide careful and timely responses to media inquiries in partnership with external media relations firm and senior leadership
Participate in various Embrace Boston internal meetings, including program planning, development, resource utilization, and scheduling
Perform other duties as assigned related to Embrace Boston's mission or to support coalition partners, funders, or other stakeholders
Individuals assigned to this position may perform other duties as assigned