Executive Assistant & Special Projects Coordinator - Bostonian Society
As our Executive Assistant & Special Projects Coordinator, you will work closely with the Executive Director and Senior Leadership Team during an exciting period of growth. You will provide general administrative support and project management in order to advance key strategic priorities. You will be an important point of contact for our Board of Governors, responsible for scheduling various meetings, taking minutes and preparing reports. You will ensure regular and clear communications between the ED, Senior Leadership Team and staff, plus ensure that relationships with volunteers and external stakeholders are well managed.
This is a great opportunity to get an operational view into the culture and strategy of a growing nonprofit organization, and build deep partnerships with senior leadership. This role offers significant opportunities for professional development and is a great fit for someone who is a self-starter. This role reports directly to the executive director.
Support the Executive Director in all daily tasks, from phone call management to calendar management to email support. Learn and understand organizational positions and goals well enough to be able to create first drafts of letters and other materials.
Support the Senior Leadership Team with project management tasks. Coordinate project-based meetings with both internal and external stakeholders, oversee timelines and schedules, and assist with events.
Support administration and logistics for the Board of Governors, including scheduling quarterly and special board meetings, committee meetings, and events as needed
Attend organizational meetings as needed to manage set up, note-taking and follow up
Support internal communications, gathering announcements from various stakeholders internally to coordinate messaging or regular bulletins that promote a culture of transparency and ensuring all staff is aware of key internal issues
Support general operations activities as the Office Manager
Be the receptionist for the Administration office, including staffing the front desk, answering the general phone line, handling the mail, and other tasks as needed
Manage a calendar for the conference room bookings
Provide additional office administrative support as needed
Support specific to the Executive Director:
Leverage the ED’s time by ensuring excellent advance preparation and diligent follow-up for all meetings, internally and externally
Prioritize and act on all inbound correspondence; draft and send responses as appropriate
Various special projects involving research or assistance with event planning
Qualifications & Skill:
2+ years of work experience preferred
Excellent written and oral communication skills, with an understanding of how to convey topics to a variety of audiences
Excellent time management, attention to detail and ability to manage multiple tasks/priorities in a fast-paced environment
High level of discretion and maturity
Excellent organizational and accurate data entry skills; commitment to being thorough
Demonstrated track record in troubleshooting, problem-solving, and follow through
Ability to thrive and learn in our fast-paced, entrepreneurial environment while bringing an enthusiastic, collaborative approach to your work
Knowing its importance to the success of our work, the Bostonian Society is committed to diversity and inclusion and we aspire to build a diverse staff team and community. We strongly encourage people of all backgrounds to apply. We will consider career switchers and those with unusual career paths. We appreciate your time and will review and respond to all applications received.
Full time salaried, Non-Exempt position. Benefits eligible, generous time off.
General office hours are 9 – 5, Monday through Friday, with occasional evening work required.
The work of this position takes place both in a regular office environment and at a historic site. Some staff offices are located on the third floor of a 300 year old historic building without an elevator. Incumbent should be able to carry equipment and supplies up and down stairs.
Interested candidates should send a cover letter, resume, and a brief writing sample to firstname.lastname@example.org.
For more information about the Bostonian Society and the Old State House, visit www.bostonhistory.org.