19 days old

Executive Assistant to the Director

The Boston Athenaeum
Boston, MA 02108
  • Job Code
    146352160
  • Jobs Rated
    100th

The Executive Assistant to the Director provides active administrative support to the head of the Boston Athenaeum, one of the oldest and most distinguished independent libraries and cultural centers in the United States. Reporting to the Director, this is a full-time role with excellent benefits and a salary commensurate with experience.

The position is at the heart of a busy organization. The ability to work with a variety of colleagues is vital. Excellent communication, organizational, and multi-tasking skills are critical to success in the role. The position also requires absolute discretion with sensitive information.

Calendar Management

  1. Manage Directors schedule; prioritizing issues and creating efficiencies
  • Add already confirmed meetings to the calendar & invite attendees
  • Ensure all events are on Directors calendar & that she has dial-in information
  • Schedule meetings (use scheduling tools like Doodle Poll when necessary)
  • Set up Zoom calls and/or reserve meeting rooms
  • Reschedule lower priority meetings to accommodate for more pressing meetings
  • Draft agendas, send reminders, and distribute materials
  1. Assist with cross-departmental meetings (All Staff, Cabinet, Strategy Team, etc.) by scheduling, gathering agenda items, maintaining a record of decisions.
  2. Monitor messages sent to Directors Office & redirect to other staff members when necessary
  3. Monitor Directors phone line & redirect to other staff members when necessary
  4. Manage Directors mail
  5. Coordinate the physical set up for meetings such as reserving rooms, printing materials, setting up technology.
  6. Greet and escort Directors guests
  7. Maintain Directors office files both paper and electronic.

Governance and Development Coordination:

  1. Support Director in managing interactions with Board President, Trustees, and donors.
  2. Coordinate Board and donor visits with Development so that Director has all of the information she needs ahead of time
  3. Oversee meeting preparation, coordination, and planning of the Board of Trustees meetings and delegated Committee meetings. This includes the Facilities Committee meetings, and the Standing Committee meetings.
  4. Attend meetings and take minutes. Write first draft of minutes for Director and Boards approval.

Administrative

  1. Draft and edit correspondence on the Directors behalf, prepare for signature, and send.
  2. Communicate in writing with the Board of Trustees as well as people outside of the Athenaeum.
  3. Manage reimbursements for the Director.
  4. Support Directors business travel needs.
  5. Approve direct reports time off requests in ADP
  6. Manage Directors electronic signature
  7. Coordinate All-Staff Meetings

Other projects and needs will arise over time. This position requires the flexibility, adaptability, and willingness to take on unanticipated assignments.

Qualifications:

  • College degree strongly preferred, and five or more years of experience providing administrative support in an environment that requires balancing multiple needs.
  • Proficiency with Microsoft Office suite and Google applications.
  • Ability to work both independently and in collaboration with others.
  • Able to work a standard schedule (Monday through Friday, 9:00 am to 5:00 pm). Willing and able to make occasional adjustments to accommodate periodic meetings that begin or end outside of that time frame.
  • Strong organizational skills, including the ability to balance multiple projects simultaneously without losing sight of details.
  • Commitment to fostering a workplace culture of diversity and inclusion.

TO APPLY: Please click the Apply Button below. You must submit a cover letter and resume






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Jobs Rated Reports for Executive Assistant

Posted: 2021-09-07 Expires: 2021-10-08
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Executive Assistant to the Director

The Boston Athenaeum
Boston, MA 02108

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Executive Assistant
100th2019 - Executive Assistant
Overall Rating: 100/199
Median Salary: $59,340

Work Environment
Very Good
19/220
Stress
Low
63/220
Growth
Very Poor
220/220
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