Executive Assistant - Military veterans preferred

Third Sector New England


Executive Assistant

US-MA-Boston

Job ID: 2024-2410
Type: TSNE
# of Openings: 1
Category: Capacity Building
TSNE

Overview

TSNE (tsne.org) is working to build to a more just, equitable society. We do this by providing capacity building services, consulting and training services, and operational support for hundreds of nonprofits, foundations, community-based groups, and others working for social change. We are partners and colleagues working collaboratively to support areas critical for organizations, including property management, leadership development and support, finance and accounting, human resources, and organizational development. We live by our values as an organization, and are committed to identifying, including, and valuing the unique skills, perspectives and knowledge of each member of our team.

About our Values:

• Justice - A just society is one in which all people have the dignity, resources, power, and self-determination to fully thrive. We seek to create a more just world in all of our work.
• Progress - We commit out resources, expertise, and energy to delivering high quality support and services that make movement toward a more just world possible.
• Impact - We work collaboratively with others to build the capacity and sustainability of organizations who work toward social good.

The Executive Assistant (EA) provides a high level of administrative and project management support to the Chief Executive Officer and the Executive Team. The EA will oversee and coordinate the day-to-day schedule for the CEO and assist with scheduling for other members of the Executive Team as needed, while serving as primary liaison to internal staff and external partners on behalf of the CEO. The EA functions as an extension of the CEO with appropriate, but minimal direction by anticipating needs and proactively addressing issues, with an emphasis on using sound judgment, taking initiative, and maintaining confidentiality. The EA must maintain an ongoing effort to stay current on organizational matters, issues, and priorities important to the work of the CEO. This position facilitates the efficient execution of the CEO’s activities by vetting and directing requests and assignments to appropriate TSNE staff and external partners; taking the lead in preparing briefings for the CEO; facilitating, managing and implementing projects on behalf of the CEO; and planning for and managing meetings and events, both internal and external. This position includes general office administration and clerical support to help ensure an efficient and positive work environment for TSNE. The EA will work with the CEO, members of TSNE Leadership, and other TSNE staff members and external constituents in support of TSNE’s work to forward our mission.

Essential Functions

Executive Support – 80%

• Provides a high level of administrative support, anticipating and executing on the complex needs of the CEO.
• Completes a broad variety of administrative work including managing extremely active calendars of meetings; reading, researching, and routing correspondence and other materials appropriately; drafting letters and documents; collecting and analyzing information; filing documents; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Ensures ample time and resources are available on the CEO’s calendar to complete critical tasks.
• Proactively manages all correspondence from the CEO's office.
• Oversees the preparation, production and distribution of background and briefing materials and itineraries related to meetings, presentations, conferences, and travel.
• As necessary, review information and materials related to meeting content and brief the CEO.
• Advises the CEO on the status of multiple projects. Prioritizes conflicting needs; handles matters expeditiously, proactively, and confidentially and follows-through on projects to successful completion, often with deadline pressures.
• Supports the Executive Team and TSNE leadership by scheduling meetings, and arranging travel plans, itineraries, and agendas.
• Assists in coordinating the agendas of All-Staff, Leadership Team and Board meetings. Serves as note taker in meetings to ensure that the priorities of the CEO and Team are recorded and communicated for required action.
• Serves as liaison between the CEO and the Leadership Team, TSNE committees, Board, staff and others.
• Works closely and effectively with the CEO, TSNE Communications staff and other TSNE staff to keep members of the organization well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as the CEO's proxy and primary point of communication with Board members and other constituencies, as appropriate.
• Works closely with all TSNE departments to ensure the operations of the CEO’s office run smoothly, effectively, and efficiently.
• Tracks deliverables and action items from meetings for the CEO to ensure appropriate action is taken.
• When required, facilitates and manages projects, conducts research, and ensures assigned organizational initiatives move to completion.
• Attend meetings on behalf of the CEO.

Administrative Support – 20%

• Oversees timely completion of expense vouchers and travel and expense reports. Responds to requests in a timely fashion and prioritizes competing demands.
• Works with TSNE management and facilities staff to ensure upkeep and proper maintenance of all office materials and equipment needs; collaborates with building management team members to ensure that repairs and related matters are resolved in a timely manner.
• Collaborates with building staff to create and maintain an inventory of office supplies. Effectively manages relationships with vendors. Orders breakfast, lunch, and supplies for staff-related events.

Complete other tasks and projects related to the position, as needed.

Many folks who are impacted by biased professionalism standards, such as women, LGBTQIA+, BIPOC, and individuals with disabilities, tend to only submit an application if they meet every requirement listed. At TSNE, we are always looking for enthusiastic candidates who are the best fit for the role, both culturally and through experience. If you believe you’d be a good addition to our team, we look forward to your application!

• At least four years of experience supporting C-level management, preferably in a nonprofit setting.
• Strong project management skills across a variety of projects and programs.
• Outstanding verbal and written communication skills; excellent people skills, including networking, organizing, and inspiring excellence.
• Ability to exercise sensitivity, discretion, judgment, tact, and diplomacy given that information handled may be confidential and complex in nature; ability to make sense of and take action in situations where ambiguity is present.
• Superior computer skills (MS Office Suite & Google Suite, required; Salesforce experience a plus).
• Detail-oriented and possess strong organizational skills.
• Demonstrated ability to prioritize and multi-task, react and think quickly; must be calm and efficient.
• A self-starter with a strong sense of ownership and involvement with the initiative to proactively troubleshoot and identify potential problems and resolve conflicts.
• Ability to know when to seek clarification or assistance.
• High energy level, enthusiastic, and eager to do what is necessary to be successful.
• Ability to learn, respond and react quickly, to changing priorities with a dedication to completion of tasks.
• Ability to build effective professional relationships with stakeholders including staff, Board members, external partners, and donors.
• Ability to gather data, compile information, and prepare reports.
• Must be committed to forwarding the work of social and economic justice organizations.

You also believe in and embody our organizational values and the below core competencies:

• Communication – The ability to effectively exchange ideas, concepts, facts, and data with diverse audiences.
• High standard of integrity, ethics, and professionalism – The highest standards of integrity, ethical practices and professionalism are demonstrated in all aspects of work, including interactions with others, decision-making, and the development and delivery of work product. The ability to integrate core values, equity, integrity and accountability throughout all organizational practices.
• Relationship management – The ability to develop and nurture positive, productive relationships with others.
• Collaboration – The ability to collaborate vertically and horizontally throughout the organization and with others.
• Job Knowledge – Possess the essential skills to perform the job and demonstrates willingness to learn new ones. Understands and follows policies, procedures, and controls.

And a strong combination of the following qualifications:

• Soft Skills including exceptional discretion and judgment. Effective verbal and written communication skills with a wide audience. Ability to build productive and successful range of relationships and effectively serve in roles ranging from trusted advisor, teammate, subject matter expert and to coach.
• Demonstrate cultural awareness and some understanding of fostering an inclusive, culturally sensitive, environment. Willing to ask questions, learn, and constructively share and accept feedback. Must be adaptable to a range of audiences and dynamics.
• Just do good work by providing high quality work in fast-paced environment. Strong analytical skills are necessary. Must be flexible and able to manage multiple changing priorities and projects, and be organized and detail oriented. Provide excellent customer service by being on-time and accurate.

Physical Demands/Work Environment

The physical demands described for this position are that of a typical office environment. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Ability to sit and/or stand for extended periods of time in front of a computer screen is an essential aspect of the position. There may be a need to lift and/or move materials or equipment.

Location:Work will be performed between our office located at the NonProfit Center at 89 South Street, Suite 700, Boston, MA 02111 and your home office. This position will require you to be on-site as requested.

Schedule: This position is full-time at 37.5 hours per week and hours are flexible within reason. This position requires a commitment and flexibility to the work schedule commensurate with the needs of the CEO including some extended work days and work on some evenings and weekends.

Compensation and Benefits

Compensation: The salary for this position is $80,750/annually, paid bi-weekly at $3,105.77.

Benefits: This position is eligible for a full benefits package including:

• Generous Paid-Time-Off (PTO): twelve paid holidays, three weeks of vacation, one week of personal holiday, and ability to accrue up to 487.5 hours of health leave time for benefited staff;
• 80% Employer-paid, offering some $0 deductible Health Insurance through Harvard Pilgrim along with several low-deductible plans;
• Low-cost Guardian Dental and Vision.
• Flexible Spending Accounts (FSA) for Health and Dependent Care.
• Employer-paid Life, Long- and Short-Term Disability Insurance.
• Employer-paid Pension and Employee-paid 403b plan through TIAA
• Up to $1,080.00 in annual commuter subsidy
• No meetings after noon on Fridays.
• ...and more!

TSNE strives to achieve excellence through a diverse, equitable, and inclusive work environment that embraces all of our individual and collective differences. Black, Indigenous, People of Color, Middle Eastern and North African, Bilingual and/or Bicultural candidates, and LGBTQ2SIA+ candidates are strongly encouraged to apply. We value and honor the unique talents, learning styles, and lived experiences of each individual that enrich and strengthen our workplace culture, and we are proud to be an equal opportunity and affirmative action employer.

All employment conditions are based on an individual’s performance and job qualifications. TSNE prohibits discrimination and harassment of any kind based on race, creed, color, religion, native language, gender, sexual orientation, gender identity/expression, national origin, physical or mental disability, age, genetic information, veteran status, marital status, parental status, pregnancy, race-based hairstyles, or any other protected characteristic stated by federal and state law. Regardless of any class’ protection under the law or lack thereof, TSNE celebrates diversity and values the strengths that come with having a diverse team of employees. It is represented in our workplace culture, and it is who we are.

TSNE's EEO statement extends to volunteers, interns, contractors, vendors, and clients.

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