Executive Administrative Associate
18 days ago
Boston
Job Description Job Title: Executive Administrative Associate Reports: Chief Advancement Officer and Chief Human Resources and Administration Officer FLSA Classification: Non-Exempt (Hourly) Travel: Yes Hybrid: Yes Position Summary: Reporting to the Chief Advancement Officer, this Executive Associate (EA) position supports the Chief Advancement Officer and the Chief Human Resources & Administration Officer with a diverse range of critical, time-sensitive executive administrative functions and computer-oriented technical functions on a fast-paced basis. The EA should be motivated, professional, courteous, and consistent, with close attention to detail and timelines. The EA should possess strong written, verbal communication, and computer software skills. Position Essential Duties and Responsibilities for both Executives: • Manage calendar and travel scheduling, including but not limited to prioritizing, scheduling, planning, organizing internal and external meetings, and resolving schedule conflicts on a timely basis., • Manage the interaction, correspondence, and workflow between and among members of boards, other volunteers, donors and prospective donors, vendors, and internal partners., • Manage executive files (paper/electronic) for the CAO and CHRAO., • Manage the notarizing and sharing of documents via certified mail as needed., • Produce timely, accurate, and consistent letters, minutes, memos, and agendas., • Perform light administrative functions, including but not limited to: meeting registration, expense report management, travel planning, and invoice approval/review., • Create high-quality presentations for meetings of the Board of Directors, Board of Advisors, fundraising committees, and internal partners., • Arrange for meeting materials preparation, catering, and room setup and restoration as needed., • Greet and welcome visitors to GBFB, including members of the Board of Directors, Board of Advisors, or fundraising committees, donors, prospective donors, vendors, and other external constituencies., • Coordinate and attend Board Committee meetings as assigned, supporting presentation delivery during those meetings. The incumbent may be called upon to take and transcribe meeting notes in the form of minutes., • If required, attend other meetings and accurately take and transcribe meeting notes in the form of minutes, often early in the morning but may include evening meetings., • Collaborate with other Executive Administrative Associates and provide administrative backup as necessary, and take directions from other Executive Leaders as appropriate., • All other duties as assigned. Knowledge, Skills, and Abilities: • Three to five years of experience as a high-level Executive Associate with excellent customer service skills., • High School diploma required; bachelor's degree preferred., • Highly organized with demonstrated ability to multi-task, prioritize and be proactive., • Excellent to advanced proficiency with large document creation and management, spreadsheets, and presentations in MS Office, Adobe XI, and Salesforce.com. (styles, formulas, macros, pivot tables)., • Excellent skills with Adobe Suite presentation and graphic management., • Ability to manage confidential information and sign non-disclosure agreement., • Ability to work both independently and in a team environment as a flexible team player., • Interest and commitment to GBFB’s mission to “End Hunger Here”., • Demonstrates the required digital competencies that result in the effective usage of the full range of digital technologies at GBFB., • Excellent written, oral and interpersonal skills., • Digital competency, including demonstrating proficiency in Microsoft (MS) 365 tools, including MS Office, SharePoint, and Teams., • Experience and facility with ADP, Salesforce, NetSuite, Zoom Meeting and Zoom Phone administration (or similar platforms), and other workplace tools., • Excellent organizational skills, strong prioritization skills and irrefutable attention to detail., • Experience building and fostering relationships across business functions, • Excellent customer service skills; and a positive and instructive phone manner., • Detail-oriented with sensitive tasks on a consistent basis., • Ability to multi-task, work under pressure and meet deadlines required., • Proven ability in business writing and critical thinking skills., • Must be available to travel locally occasionally., • Must be a primary resident of Massachusetts, Rhode Island or New Hampshire. Work Environment/Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Ability to work in an office environment., • Ability to sit for up to 3 hours at a time., • Ability to lift up to 25 pounds with or without assistance., • Ability to use hands for simple grasping and fine manipulations. GBFB provides equal employment opportunities to all Team Members and applicants for employment without regard to race, creed, color, religion, national origin, citizenship status, gender, sexual orientation, marital status, age, disability, handicap, genetic information, protected veteran status or any other characteristic protected by applicable federal, state, and local laws. This applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits, and training. No Team Member or applicant will be subjected to harassment, intimidation, threats, coercion or discrimination because they have engaged in or may engage in any of the following: (1) filing a complaint of employment discrimination; (2) assisting or participating in an investigation, compliance review, hearing, or any other activity related to the administration of any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by any federal, state or local law requiring equal opportunity. GBFB is considered an essential response organization in times of disaster. As such, Team Members are expected to report to GBFB locations as required, after securing the safety of their families, and may be asked to perform duties that are critical (but outside of their regularly assigned duties) in times of disaster. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.