Executive Assistant to CEO

Location: Boston/Flexible
Hours per week: Full-Time
Agency Description
At Big Brothers Big Sisters of Eastern Massachusetts (BBBSEM) we believe that every child deserves to have a mentor in their corner and to ignite and defend their potential. That’s why we are committed to promoting the healthy development of children through the nurturing of continuing, one-to-one friendships with caring responsible adults, supported by trained professional staff. To accomplish this we partner with schools, workplaces, and volunteers all over Eastern Massachusetts to bring our program and services closest to youth who need them.

Role Summary
As Executive Assistant you will provide key administrative support for the Agency’s CEO, as well as be responsible for a range of administrative and operations duties. In this role, you will primarily support the CEO with their agenda, but also help leadership team members coordinate key meetings, be the main liaison for Board communications and scheduling, and manage some of the office’s general administrative needs. You’ll have a unique opportunity to work with all functions and be a valued member of our team who gets to see all the aspects of what makes our Agency great

Key Responsibilities

• Manage the CEO’s calendar and proactively schedule external and internal meetings. Assist with meeting preparations, including agendas, advance materials, logistics, location set up, etc.
• Draft and email communications on behalf of CEO with the Board of Directors, staff, external constituents
• Book travel arrangements for CEO and Leadership team; manage their monthly expense reports
• Help draft board communications, keep detailed records of all matters pertaining to the Agency’s different Board functions, attend Board meetings, and maintain board minutes and documentation
• Partners with the agency’s leadership team to schedule meetings and provide support for administrative tasks
• Ensure that the Agency’s facilities have all necessary supplies and partner with the Operations team as needed general department support
• Order necessary office supplies, help with office upkeep, and partner with the Operations team as needed general department support
• Provide additional support with activities and special projects as assigned by CEO

Basic Qualifications

• Bachelor’s degree with 5+ years of administrative and customer services experience
• Excellent computer skills with strong knowledge of all Microsoft Office tools, video conferencing tools (Zoom, MS Teams, etc.) and Salesforce
• Ability to commute to both agency office locations (Boston, MA, & Hyannis, MA)
• Capacity to lift up to 25 lbs

Desired Qualifications

• 10+ years of relevant work experience, including 4+ years of executive assistant experience
• Demonstrated ability to provide superior customer service
• Proven track record of creating creative and engaging communications
• Strong technical ability and a passion for piloting new and emerging technologies
• Excellent verbal, written, and phone communications skills. Ability to successfully work independently and in a team environment
• Sound judgment, initiative, and ability to maintain confidentiality
• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting
• Enthusiastic, high-energy, can-do attitude with positive sense of humor

We respect, appreciate, and support diversity and inclusion in all aspects of our organization and believe that our organization is greatly enhanced when we unite people of diverse backgrounds, experiences, and perspectives. We are committed to a diverse workforce and we are an equal opportunity employer. BBBSEM does not discriminate against employees or job applicants on the basis of race, religion, creed, color, citizenship, national origin, age, sex, gender, gender identity/expression, sexual orientation, marital status, disability, genetic information, veteran status or any other legally protected basis, in accordance with applicable federal, state, or local law.