Executive Assistant at Women's Lunch Place

Boston, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

22 Apr, 26

Salary

70000.0

Posted On

22 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Communication Skills, Organizational Skills, Time Management, Attention to Detail, Microsoft Office Suite, Graphic Design, Confidentiality, Meeting Coordination, Travel Arrangements, Board Support, Document Preparation, Event Support, Discretion, Professionalism

Industry

Non-profit Organizations

Description

Description ABOUT US: Women’s Lunch Place is a 501(c)3 nonprofit organization that addresses hunger, homelessness, and poverty through innovative and integrated services that promote hope, healing, and opportunity. We work with more than 2,300 women annually, meeting each guest where she is and helping her move toward stability and self-sufficiency through our individualized case management, housing and stabilization, healthcare, day shelter community, and healthy meals programs. At Women’s Lunch Place, Dignity is Everything. POSITION SUMMARY: The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and other C-Suite executives as needed to ensure smooth coordination of executive priorities. This role supports Board activities and organizational and external stakeholder communications, including local and national affiliates. The role requires strong attention to detail, exceptional communication skills, discretion, and the ability to manage multiple tasks in a fast-paced environment. Reports to: Chief Executive Officer Exempt Status: Exempt Position Status: Full Time (40 hours per week, Mon-Fri), standard meetings and events on evenings/weekends, as needed. Salary: $67,000 - 70,000/yearly. Commensurate with qualifications and experience. Starting salary will be determined based on the selected candidate’s relevant experience, skills, and internal equity. ESSENTIAL DUTIES AND RESPONSIBILITIES: Executive Support Provide administrative support to the Chief Executive Officer to include document production and editing, communications, calendaring, and other tasks as needed. Plan, coordinate, and support executive-level meetings, including agenda development, briefing materials, presentations, logistics, and follow-up communications Anticipate needs and plan ahead to ensure the CEO is always in the right place, with the right materials, and that follow-through is captured and promptly advanced. Screen and prioritize incoming communications, requests, and inquiries. Maintain confidentiality and handle sensitive information with discretion. Manage scheduling, travel arrangements, and meeting preparation for the CEO. Prepare CEO credit card submissions and assist with related documentation. Support multiple C-Suite executives with administrative tasks, to include tracking detailed information related to public policy initiatives, annual planning, insurance requirements, and compliance obligations. Board of Directors Support Preparation of materials, presentations, and communications for all committee meetings. Update standard and ad hoc documents and contact lists annually and ongoing as needed. Assemble and distribute/post meeting packets. Schedule meetings, send out calendar invites, reminders, and Zoom links. Update the Board portal with new information as needed. Attend meetings and transcribe meeting minutes. Oversee the selection and distribution of gifts for outgoing Board Members. Communications & Office Coordination Serve as a liaison between the CEO, Board, and internal/external stakeholders, ensuring professional and timely communication. Draft, proofread, and edit correspondence, reports, and presentations. Support organizational events, leadership initiatives, and special projects as assigned. Other Responsibilities Perform other work-related duties as assigned. Requirements To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Education and/or Experience: Bachelor’s Degree required. Minimum 3–5 years of experience supporting senior executives, preferably in a nonprofit or mission-driven organization. Prior experience creating professional-quality presentations, with the ability to incorporate visual design elements; graphic design experience preferred. Strong organizational and time-management skills, with the ability to manage competing priorities. Excellent written and verbal communication skills. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Zoom; experience with Board portal platforms a plus. Demonstrated discretion, professionalism, and ability to maintain confidentiality. High level of attention to detail and accuracy. Physical and Environmental Requirements: The physical demands described herein are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Physical activities include: The employee is occasionally required to stand, walk, and use hands to finger, handle or feel controls. The employee must occasionally lift and/or move up to 10 pounds. Specific vision and hearing abilities required by this job include close vision and distance vision and ability to hear conversations in office and group settings. Attendance at appointments, meetings, or events in the community is required. Work Environment: The noise level in the office is generally low; the noise level in the shelter may be high.

Responsibilities

The Executive Assistant provides high-level administrative support to the CEO and other C-Suite executives, ensuring smooth coordination of executive priorities. This includes managing communications, scheduling, and supporting Board activities.