Executive Assistant - Boston, MA
The primary role of this position is to provide support to the Chief of Marketing and Audience Development, one of five Executive Team members at The Trustees. This is a high-pressure role, with the need to balance multiple tasks and deadlines and respond to changing priorities while maintaining a calm, effective and professional approach both internally and externally. The Executive Assistant (EA) regularly handles complex assignments, while maintaining a high-level of professionalism, communication, and confidentiality in interactions with Executive Team, Leadership Team, staff, board members, outside agencies, volunteer leadership and major donors requiring discretion, judgment, tact, and diplomacy.
This position requires an individual with a high degree of integrity, considerable judgment, and the ability to multi-task and work independently with little guidance.
All EA staff are consistently asked and expected to regularly adjust to meet the changing needs of the organization and its executives. We are looking for an agile and collaborative professional with a track record of delivering great customer service with strong attention to detail in a fast-paced culture. This is a tremendous opportunity for a detail-oriented and hardworking executive assistant with at least four years of prior professional administrative support with a minimum of three years supporting C-level executives.
In This Role You Will:
Direct executive administrative support for key executives
Scheduling weekly, monthly and quarterly review meetings
Extensive material development and follow-up for internal and external meetings
Oversee executives’ direct reports’ sick/vacation and expense reporting
Coordination and management of committee meetings
Maintain and update annual meeting schedules
Schedule, organize and distribute meeting materials, including minutes, material preparation and tracking deliverables
Arrange meeting space/venue
Provide on-site meeting coordination with facility managers and caterers
Attend meetings and take minutes; prepare draft meeting minutes to review and edit with staff and volunteer leaders of committees
Post all committee materials to shared board portal
Coordinate and correspond with committee members
Proofread and assist with formatting documents and correspondence; draft correspondence, memos and emails
Create/edit presentations using MS PowerPoint
Maintain digital filing systems
Assist with other special projects, tasks, and duties as assigned with or without accommodation
Excellent Microsoft Word, Excel, Power Point skills
Highly organized with ability to multi-task
Excellent writing skills and good communicator
Able to maintain high level of confidentiality
Education and Experience:
BS/BA degree or equivalent business experience
4+ years of professional administrative support with a minimum of 3 years supporting C-level executives
Demonstrated strong organizational skills, project management, time management skills and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time
Excellent computer skills and advanced Microsoft Office Suite experience – specifically Word, Excel and PowerPoint
Professional interpersonal (written, listening and oral) skills and demeanor
Desire to work in a fast-paced, customer-focused, entrepreneurial environment
Experience working inside a complex, matrixed organization
Ability to author and accurately proofread documents and correspondence
Ability to work on independent projects, manage multiple priorities and meet deadlines
Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions
Ability to maintain confidentiality
Aptitude for detail and commitment to accuracy and follow through
Proactive and creative problem-solving approach
Ability to write internal communications
Occasional travel across the state; access to a personal vehicle required
Compensation and Benefits:
The expected salary range for this position is $65,000-$85,000, depending on experience. In addition to competitive pay, The Trustees offers the opportunity to be part of a dedicated team across Massachusetts who believe in celebrating and protecting our special places, for everyone, forever.
In support of our staff and their families, we provide comprehensive top-notch benefits and an array of special perks. Full-time, year-round staff can enjoy:
Medical, dental, and vision insurance with employer premium contributions ranging from 75%-85%
Traditional and Roth 401(k) plans with 5% employer match after one year of employment
Employer-paid life and disability plans
Paid vacation and sick time and a bank of “Early Release” hours
A bank of 15 paid flexible Holiday/Personal days
Day of Service to travel to another site to work in a division and location other than your own in a group project such as reinforcing beach shorebird fences, planting seedlings or bulbs, organizing archival documents, or making phone calls to thank donors
Day of Wonder to explore the wonders of any of our Trustees properties
Complimentary Trustees member-level access and discounts and 50% discount for Trustees summer camps
Reciprocity program offering free and discounted admissions and memberships to more than 50 Massachusetts museums and cultural institutions
And much more!
About The Trustees:
The Trustees places are open to all, and we thrive by involving as many people as possible in what we do. Founded in 1891 by a group of visionary volunteers, we preserve, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. We aim to protect special places for future generations to enjoy in perpetuity. We have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. We are a non-profit conservation organization funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households
Our seasonal staff plays an integral role in ensuring that our visitors enjoy our extraordinary places. Every season brings an influx of visitors of all ages and backgrounds who want to explore and be inspired by our properties. Sandy beaches, wooded trails, cultural gardens, historic homes, community supported agriculture—there are many ways for visitors to discover and explore The Trustees, and just as many opportunities for seasonal employees to make each visitor’s experience special.
The Trustees offers competitive compensation, as well as the opportunity to be part of a dedicated team across the Commonwealth who love the outdoors and the distinctive charms of New England, and who believe in celebrating and protecting our special places, for everyone, forever.
The Trustees is a proud equal opportunity employer and does not discriminate against any protected status including, but not limited to, age, race, sex, gender, sexual orientation, nation of origin, religion, or disability status and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ applicants. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.
Our commitment to advancing the organization’s vision for this work may be found here: Diversity, Belonging, Inclusion and Equity