Executive Assistant

Job Description

Executive Assistant

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Contract to perm

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Onsite - Cambridge

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Pay: $40-46/hr

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Must Haves:

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• Bachelor's Degree

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• 3-5 years of Executive Support experience

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• Experience with Microsoft 365, Zoom, and collaborative work platforms

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• Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence

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• Calendar Management

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• Dynamic personality looking for an opportunity to grow in a start-up environment

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Preferred:

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• Non-profit

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• Experience working with boards

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• Experience working with donors and external partners

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• Event Coordination or at least an interest in taking this one

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Executive & Leadership Support

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• Manage co-founder calendars, scheduling, and meeting coordination, including prioritizing requests, resolving conflicts, protecting focus time, and ensuring meetings are well prepared

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• Coordinate logistics for donor meetings and external engagements

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• Prepare leadership for meetings and appointments by providing itineraries, briefings, agendas, background notes, and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents

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• Prepare meeting follow-up items as requested and help track decisions, deadlines, and action items to completion

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• Support leadership with travel planning and expense coordination

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• Help triage requests and communications, flagging urgent or sensitive matters and escalating appropriately

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• Draft, edit, and format professional correspondence, meeting summaries, and other documents as needed

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Board & Advisory Group Administration

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• Coordinate Board of Directors and advisory group meetings

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• Prepare and distribute agendas, meeting materials, and minutes

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• Track action items and support follow-up on Board decisions

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• Maintain governance-related documentation and records

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• Support smooth communication among Board members, advisors, co-founders, and staff

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Fundraising & Donor Coordination

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• Support scheduling and logistics for donor cultivation meetings

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• Assist with preparation and organization of donor materials, including pre-meeting briefing materials

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• Coordinate follow-up and communication tracking related to fundraising activities

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• Support leadership in maintaining organized donor engagement workflows

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• Help maintain accurate donor contact records, meeting histories, and next steps

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Event & Logistics Support

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• Assist with logistics coordination for organizational retreats, meetings, lunches, dinners, and events

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• Coordinate vendors, scheduling, and travel arrangements where needed

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• Provide administrative support for high-level convenings and leadership meetings

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• Maintain business accounts and prepare/process expense reimbursement requests

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• Handle miscellaneous tasks such as printing, copying, mailing, and other duties as assigned

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• Help ensure that events and meetings are professionally organized and followed by clear next steps

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Qualifications:

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• Bachelor’s degree preferred or equivalent professional experience

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• 3–5+ years of administrative, executive support, or operations experience

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• Exceptional organizational and time-management skills

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• Strong written and verbal communication skills

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• Ability to manage multiple priorities and maintain attention to detail

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• Professional discretion and ability to handle confidential information

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• Strong interpersonal skills and ability to work with senior academic, philanthropic, and organizational leaders

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• Ability to work independently and proactively in a fast-paced environment

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• Experience with Microsoft 365, Zoom, and collaborative work platforms

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• Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence

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• Sound judgment and comfort handling sensitive relationships, confidential information, and competing priorities

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Preferred:

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• Experience supporting executives, boards, or nonprofit leadership teams

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• Familiarity with higher education, nonprofit, or academic environments

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• Experience with CRM systems

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• Experience coordinating events, retreats, Board meetings, or donor meetings

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• Comfort working in a startup or early-stage organizational environment where systems are still being built

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