Job Location : Boston,MA, USA
Primary Function:
The Executive Assistant provides executive support to the Board of Directors, President & CEO, and manages office administration for Hearth's main office. This role supports Hearth's strategic and operational needs by ensuring effective communication, organization, and confidentiality across executive functions.
Position Outcomes:
1. Board meetings, committee meetings, and key leadership meetings are efficiently organized and documented.
2. The administrative and logistical needs of the Board of Directors, President & CEO, and main office are proactively managed.
3. A company culture is fostered that aligns with Hearth's values and strategic priorities.
Major Functions:
• Board Communication
• Meeting Scheduling, Notices, Materials, and Minutes
• Maintenance of Organizational Records
• Non-Voting Officer of the Board
• Executive Support to President & CEO
• Office Management
• Notary Services
Key Responsibilities:
• Board and Committee Support
o Act as recording secretary for Board and committee meetings, managing agenda preparation, setup, and attendance.
o Distribute agendas and materials, document meetings, maintain records of Board actions, and track action items for follow-up.
o Coordinate virtual and in-person meeting logistics, including equipment setup.
• Document Certification
o In the Clerk's absence, use the company seal to certify essential organizational documents, ensuring Board authorization.
• Records and Compliance
o Provide organizational and Board records to the Finance Department as required for audits.
o Ensure compliance with Women Owned Nonprofit certification standards.
• Office and Vendor Management
o Oversee office supply inventory, ensuring timely restocking of essential items.
o Manage vendor relationships for secure shredding, postage, office supplies, and other office services.
o Process and track payments for office management vendors and supply expenses across programs and locations.
• Notary Services
o Provide notarization services for staff as needed, ensuring accuracy and confidentiality.
• Courier and Mail Management
o Arrange courier services and manage mail collection for office staff.
• Executive Support for CEO
o Manage the CEO's calendar, aligning appointments with the organization's priorities.
o Track and delegate the CEO's commitments, projects, and tasks, adjusting priorities as needed to meet deadlines and strategic goals.
• Supervisory Responsibilities
o May oversee non-management positions, such as a receptionist, ensuring office efficiency and alignment with organizational standards.
• Organizational Representation
o Participate in organizational events and represent Hearth positively in public interactions.
• Other Duties
o Perform additional tasks as assigned by the President & CEO to support Hearth's mission and goals.
Qualifications:
• 5+ years as an Executive Assistant
• College degree required.
• Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel).
• Strong written and verbal communication skills.
• Exceptional attention to detail, organizational skills, and ability to maintain confidentiality in handling sensitive information.