Full Job Description
The primary role of this position is to provide the highest level of support for the Executive Vice President and the Chief of Marketing and Audience Development. This is a high-pressure role, with the need to balance multiple tasks and deadlines, respond to changing priorities while maintaining a calm, effective and professional approach both internally and externally. The Executive Assistant regularly handles complex assignments, while maintaining a high-level of professionalism, communication, and confidentiality in interactions with Executive Team, Senior Management Team, staff, outside agencies, volunteer leadership and major donors requiring discretion, judgment, tact, and diplomacy.
In providing support of two executives, this position requires a hands-on, self-motivated, and emotionally-intelligent individual with a high degree of integrity, considerable judgment, ability to multi-task and work independently with little guidance.
The ability to thrive in a fast-paced and entrepreneurial environment is essential. Additionally, all EA staff are consistently asked and expected to regularly adjust to meet the changing needs of the organization and its executives. We are looking for an agile and collaborative professional with a track record of delivering great customer service with strong attention to detail in a fast-paced culture. This is a tremendous opportunity for a detail-oriented and hardworking executive assistant with at least four years of prior professional administrative support with a minimum of three years supporting C-level executives.
In This Role You Will:
Direct executive administrative support for key executives
Scheduling weekly, monthly and quarterly review meetings
Extensive material development and follow-up for internal and external meetings
Oversee executives’ direct reports’ sick/vacation and expense reporting
Coordinate and manage committee meetings
Maintain and update annual meeting schedules
Schedule, organize and distribute meeting materials, including minutes, material preparation and tracking deliverables
Arrange meeting space/venue
Provide on-site meeting coordination with facility managers and caterers
Attend meetings and take minutes; prepare draft meeting minutes to review and edit with staff and volunteer leaders of committees
Post all committee materials to BoardEffect
Coordinate and correspond with committee members
Proofread and assist with formatting documents and correspondence; draft correspondence, memos and emails
Create/edit presentations using MS PowerPoint
Maintain digital filing systems
Assist with other special projects, tasks, and duties as assigned with or without accommodation
Excellent Microsoft Word, Excel, Power Point skills
Knowledge of Raiser’s Edge
Highly organized with ability to multi-task
Excellent writing skills and good communicator
Education and Experience
BS/BA degree or equivalent business experience
4+ years of professional administrative support with a minimum of 3 years supporting C-level executives
Demonstrated strong organizational skills, project management, time management skills and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time
Excellent computer skills and advanced Microsoft Office Suite experience – specifically Word, Excel and PowerPoint
Professional interpersonal (written, listening and oral) skills and demeanor
Desire to work in a fast-paced, customer-focused, entrepreneurial environment
Experience working inside a complex, matrixed organization
Ability to author and accurately proofread documents and correspondence
Ability to work on independent projects, manage multiple priorities and meet deadlines
Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions
Ability to maintain confidentiality
Aptitude for detail and commitment to accuracy and follow through
Proactive and creative problem-solving approach
Ability to write internal communications
Occasional travel across the state; access to a personal vehicle required
Compensation and Benefits
In addition to competitive pay, The Trustees offers the opportunity to be part of a dedicated team across New England who believe in celebrating and protecting our special places, for everyone, forever.
In support of our staff and their families, we provide comprehensive top-notch benefits and an array of special perks. Full-time, year-round staff can enjoy:
Medical, dental, and vision insurance with employer premium contributions ranging from 75%-85%
Traditional and Roth 401(k) plan with 5% employer match after one year of employment
Employer-paid life and disability plans
Paid vacation, sick and personal time; thirteen paid holidays; eight early release Fridays
Day of Service to travel to another site to work in a division and location other than your own in a fun group project such as reinforcing beach shorebird fences, planting seedlings or bulbs, organizing archival documents, or making phone calls to thank donors
Day of Wonder to explore the wonders of any of our Trustees properties
Complimentary Member-level access and discounts and 50% discount for Trustees summer camps
Reciprocity program offering free and discounted admissions and memberships to more than 50 Massachusetts museums and cultural institutions
And much more!
About The Trustees
The Trustees is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. Today, the places we care about are going fast, and the forces undermining them, including climate change, are moving faster. Our passion is to protect and share with everyone the irreplaceable natural and cultural treasures under our care. We are funded and supported entirely by our visitors, supporters, volunteers, and more than 60,000 member households.
The Trustees has been featured in the Top 100 Women-Led Organizations in Massachusetts for six consecutive years.
In addition to being an Equal Opportunity Employer, The Trustees aims to create a thriving, inclusive workplace that values each member of its team. We aspire to reflect and effectively serve the residents and communities of Massachusetts who are at the core of our mission.
The Trustees is a signer of the Boston Women’s Workforce Council and a Member of the Boston College Center for Work and Family.
We kindly request that you do not call to inquire about the status of your application. Those candidates chosen for interviews will be contacted.