Executive Assistant
HybridCambridge, Massachusetts, United States
Job Summary
Manage the President & CEO's calendar, priorities, and daily workflow while serving as the primary gatekeeper for senior leadership and the Board of Directors. Draft and edit correspondence, presentations, and documents, and coordinate agendas, briefings, and meeting logistics including AV, IT, and catering. Plan and execute Board meetings, prepare accurate minutes, and act as the liaison for the Supervisory Committee and board portal tools. Organize annual meetings, conferences, retreats, and webinars, handling registration, travel, and on-site support. Reconcile monthly invoices, maintain confidential filing systems, and oversee general office coordination as the Office Manager's backup. Champion company culture by modeling values in interactions with staff, members, partners, and Board members.
Required Qualifications
- High school diploma or equivalent
- A minimum of 3-5 years of progressively responsible administrative experience, including direct support to senior or executive-level leaders
- Ability to move meeting materials, packages, and event supplies weighing up to 20 pounds
- Must be able to work overtime on occasional evenings and/or weekends, especially to meet deadlines or during special events/meetings
- Must be able to work in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts
Desired Qualifications
- Bachelor's degree preferred
- Demonstrated experience managing complex calendars and scheduling across multiple stakeholders
- Demonstrated experience preparing meeting materials and taking/distributing minutes
- Proven ability to handle confidential information with discretion
- Experience supporting C-suite executives, a Board of Directors, or senior leaders
- Prior experience working at a cooperative, financial institution, or in higher education
- Experience serving as a Board liaison, including preparing board books/packets and working with board portal
- Demonstrated experience planning and managing projects and events
- Exceptional communication skills, including drafting and editing emails, memos, and presentations on behalf of senior leaders
- Strong relationship building skills with the ability to interact effectively and diplomatically with staff, members, partners, and Board members
- Proven ability to prioritize and manage multiple deadlines in a fast-paced, highly visible environment
- High level of professionalism, sound judgment, and discretion when handling sensitive and confidential information
- Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with collaboration platforms such as Teams, Zoom, SharePoint, and OneDrive
- Experience managing virtual meetings and supporting meeting technology
- Experience with board governance software (e.g., OnBoard, Diligent, BoardEffect)
- Ability to learn and effectively utilize new technologies and business applications
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