Position Summary:
At Embrace Boston, the role of the Executive Assistant to the Executive Director is not just administrative but is pivotal to our drive for racial justice. This position is responsible for ensuring the productivity of the Executive Director, 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 Assistant actively prepares content for meetings, oversees presentations, and collaborates with the broader team on projects involving the Executive Director. This role offers a unique opportunity for individuals passionate about racial justice and looking to be part of a dynamic and entrepreneurial environment.
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 Executive Director has a pivotal role.
Essential Functions:
- Project manage the Executive Director’s workload by scheduling all meetings and holding final responsibility for managing the Executive Director’s daily calendar and logistics;
- Screen Executive Director emails and calls aligned with organizational priorities, responding in a timely manner and/or passing along to appropriate team members;
- Works with the Chief of Staff/Special Assistant to the Executive Director to create, edit and format various types of documentation and complex correspondence, including letters, meeting minutes and agendas, reports, publications and statistical data;
- Provide administrative, strategic and logistical support to a rapid flow of projects and fundraising efforts;
- Provide administrative and project management leadership for internal and external meetings and events, including Advisory Board meetings and fundraising events;
- Provides administrative support to Board of Director meetings; and
- Is a key member of the advancement team and supports Salesforce, some grant writing, and database management.
- Participates in various Embrace Boston internal meetings, including program planning, development, resource utilization, and scheduling;
Other Duties and Responsibilities:
- Individuals assigned to this position may perform other duties as assigned.
Qualifications
Preparation, Knowledge, Previous Experience:
- At least 3-5 years of relevant experience or in a role with transferable skills.
Skills, Abilities, Competencies:
- Exceptional project management skills, extremely well-organized and strong attention to detail;
- High degree of professionalism, customer service, and organizational skills with the ability to work 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;
- Resourcefulness in approaches to designing solutions, building relationships, and solving problems;
- Eager to understand what is going on in the organization in order to make sound recommendations and choices for how to prioritize the Executive Director’s time;
- 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 with Salesforce or a comparable database, Zoom, mass email marketing systems as well as the ability to learn new software;
- 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 (Outlook, Word, Excel, PowerPoint); and
- Preference for a deep awareness, understanding, and connection to the Boston community, including connections to community-based organizations and leaders.
Working Conditions and Physical Demands:
- Ability to work at workstation for long periods of time;
- Ability to use a keyboard for extended periods of time; and
- Ability to work remotely.
The content is intended to describe the general nature and level of work performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.
External and internal applicants and position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. If any, reasonable accommodation will be determined by management in consultation with the employee on a case-by-case basis.
This job description is intended to be general and may be revised from time to time. At management's discretion, the employee may be assigned different or additional duties from time to time.
