Executive Assistant

Position: Executive Assistant 
Pay Rate: $43

Hours: Monday thru Friday 9am- 5pm (35 hours a week)
Location: Somerville MA 
Assignment Type: Temp to hire

Job Responsibilities and Performance Standards:

• Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete a wide variety of tasks to facilitate the CEO’s leadership, including preparing presentations, reports, and correspondence; managing travel and expense reports; maintaining contact databases; and coordinating logistics for internal and external meetings.
• Serve as the primary point of contact for the CEO with staff, board members, and external stakeholders, managing highly confidential and sensitive matters with discretion.
• Keep the CEO well-informed of upcoming commitments and organizational priorities, anticipating needs and ensuring timely preparation.
• Serve as liaison to the Board of Directors and its committees, managing all logistics for meetings and events—including scheduling, drafting agendas, compiling/distributing materials, and taking minutes on behalf of the Board Secretary.
• Maintain board governance documents such as bylaws, conflict of interest disclosures, and orientation materials.
• Manage and regularly update the Board’s SharePoint site, working with IT vendors to ensure appropriate settings and data security.
• Ensure compliance with all applicable regulations and bylaws related to board governance.
• Assist in coordinating and tracking strategic projects, ensuring alignment with organizational priorities and deadlines.
• Monitor project timelines, gather input from stakeholders, and help prepare updates, summaries, and reports for leadership meetings.
• Provide support for cross-functional initiatives and ensure timely follow-up on action items from meetings or board sessions.
• Provide administrative and logistical support to the Senior Management Team as directed by the CEO.
• Assist with the preparation of presentations, internal communications, and meeting materials for leadership team initiatives and external engagements.
• Support the HR team in planning and coordinating company events by managing venue bookings, confirming attendance, accommodating dietary and other preferences, and ensuring timely communication of event details to all stakeholders
• Draft, design, and edit high-quality presentations, memos, reports, and summaries for internal and external use.
• Analyze complex documents and synthesize key takeaways or action points to support leadership decision-making.
• Prepare briefing materials and talking points for meetings and speaking engagements.
• Provide hospitality to all guests and help to create a welcoming environment.
• Other projects/duties as assigned for the organization’s overall benefit

Qualifications:

• High school diploma required; Associate’s or Bachelor’s degree strongly preferred. A combination of education and relevant experience will be considered.
• Professional certifications such as Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or Project Management Professional (PMP) are strongly preferred and may be considered in lieu of a college degree.
• 2–5 years of experience providing high-level administrative support to senior or C-level executives is strongly preferred. Experience in a nonprofit or mission-driven organization and supporting a Board of Directors is highly desirable.
• Demonstrated experience managing projects, tracking deliverables, coordinating timelines, and supporting cross-functional initiatives.
• Demonstrated ability to work effectively with a diversity, equity, and inclusion (DEI) lens, with sensitivity to cultural and socioeconomic differences.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and desktop publishing software; ability to design, edit, and format professional-quality documents and presentations.
• Strong technical aptitude, including the ability to troubleshoot common IT issues and navigate cloud-based platforms such as SharePoint, Teams, and other web-based tools.
• Excellent organizational skills and impeccable attention to detail, with a proven ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism and discretion in dealing with confidential and sensitive information.
• Outstanding interpersonal and communication skills, with the ability to work collaboratively and diplomatically with a wide range of stakeholders, including Board members, executives, staff, and external partners.

…Pay Statement and Pay Transparency Laws: rate of pay listed is on a per hour basis. You will be entitled to health insurance once employed for 60 days and you must work 30 hours per week, on average, per month to enroll and maintain health insurance through Complete Staffing Solutions. Once both qualifiers are met you must complete the enrollment packet and your benefits will start on the first of the subsequent month. ..It is our policy to provide equal employment opportunity to all individuals regardless of race, color, sex, sexual orientation, religion, disability, age, veteran status, ancestry, national or ethnic origin or any other legally protected class. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful. We are strongly committed to this policy, and believe in the concept and spirit of the law. #toponehire