Executive Assistant

Brookline, Massachusetts, United States · Goddard House expand job description ↓

Description

The Goddard House is seeking a full-time Executive Assistant to support the organization’s CEO and Executive Director. Through effective execution of wide-ranging and multi-faceted administrative duties, this position supports key areas of our not-for-profit community work: Communications, Engagement, Policy and Administration. The responsibilities of the role will require you to work closely with the Executive Director and CEO and to engage with several teams across the organization.


Critical Success Personal Attributes & Strengths:
  • Keen ability to work independently, show initiative, and take ownership
  • Natural problem solver with a bias to action
  • Excellent judgment, poise, and professionalism
  • Highly organized with the ability to re-prioritize tasks and support teams with frequently changing needs and to move forward even when faced with ambiguity
  • Appreciates and enjoys bringing a high level of detail and accuracy to all tasks with excellent follow through.
  • Drive to see what is coming around the next corner and plan for 'what ifs'
  • Enjoys communications and is well-versed in technology, computers, and productivity applications


Essential Duties & Responsibilities:
  • Support the CEO and Executive Director in scheduling and prioritizing complex calendars comprised of varied and frequently shifting commitments; Anticipate, plan and support meetings, events, and other calendar commitments; Follow up on deadlines and commitments, and initiate appropriate action to ensure the most effective use of CEO and Executive Director’s time
  • Word processing, editing and proofreading, copying and distributing documents
  • Manage meetings and conference calls - (space/lines, agendas, guests, invitations, communication, minutes, action items, etc.)
  • Establish an effective system for managing projects and tasks
  • Create and maintain master calendars and contact lists
  • Manage administrative components of new initiatives adopted by the organization
  • Organize and maintain files (both paper and electronic on GDrive)
  • Manage renewals of certifications and licenses, including filing certain documents with government agencies from time to time
  • Provide support in responding to communications for the CEO and Executive Director (email, telephone, etc.)
  • Assist with the creation and distribution of written and digital communication; Prepare/edit reports & presentations; Assist with updating manuals and publications
  • Serve as Notary Public for the organization
  • Support the Board with any administrative duties including prioritizing calendars, plan meetings and distributing documents
  • Track, manage and report on program grants and will/bequest disbursements
  • Administer financial reporting and correspondence for Community Partnership office
  • Manage and plan community events
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