Executive Assistant to CEO

Job Type
Administrative
Organization
Hildebrand
Contact Name
Human Resources
Contact Email
HR@hild-selfhelp.org
Address

614 Mass ave
Cambridge, MA
United States

Job Description

For more than 30 years, Hildebrand has been solely focused on housing families experiencing homelessness throughout greater Boston. Over that time, we've established a strong reputation for reliability and consistency based on our proven theory of change, while remaining flexible to meet the changing needs of our communities. What sets us apart is the lengths we go to in getting to know our family members and their goals as they work to achieve self-sufficiency.

We are seeking a Executive Assistant to CEO Communications Administrator to join our team.

Reporting to and supporting the Chief Executive Officer (CEO), s/he ensures that links to internal and external stakeholders are effectively maintained. The CA&EA also works closely with the Director of Development (DOD) to support the fundraising and marketing/communications initiatives of the organization. The CA&EA balances complex, multi-dimensional and varied projects that require an eye for detail, persistence and ability to follow through. The CA&EA will drive social media and website interaction, but must also engage in regular face to face contact with all levels of organization, and with external constituents.

What You Will Do:

  • Manage both paper and electronic systems that support the CEO and promote the efficient operation of the organization. Create and/or maintain effective systems of communication, electronic shared drive and paper filings, contacts, correspondence, record keeping, etc.
  • Edit all communication materials before their release.
  • Maintain master calendar of senior staff and managers, and schedule meetings of the CEO and organization.
  • Write content and ensure that the website is kept up to date by making regular changes as needed.
  • Serve as the primary Hildebrand supporter of social media platforms (e.g., Facebook, Twitter, Constant Contact, blogs as developed). Make regular social media posts relevant to current and informative topics.
  • Support CEO and DOD in fundraising and meetings with stakeholders. Assist in development related activities to ensure site visits and events involving CEO are coordinated internally; meetings and or visitors received and communicated.
  • Work with the DOD on e-newsletters, fundraising campaign planning and content, and other tasks as requested.
  • Update donor and donation information in Donor Perfect and run reports as needed.
  • Work with Director of Operations to support the processes for of inventory control, supply and equipment ordering and maintenance; and incident reporting and tracking.
  • Assemble Board package materials and distribute prior to meetings. Coordinate communication with the Board and other meetings of the CEO.
  • Take minutes of meetings and send distribute prior to meetings along with the agendas.
  • Schedule travel arrangements, secure meetings details, prepare itineraries, coordinate logistics both in advance and with last minute day of changes.
  • Perform administrative tasks such as mailings, copying, filing, etc.

What You Will Need:

  • Education- Bachelor’s degree required in English, Communications or related field, with four to six years of professional experience in an administrative support capacity.
  • Experience- Previous experience in a development department or communications arena with exposure to high level administrative staff a plus.
  • High energy, poised, well presented individual.
  • Skills- Excellent verbal communication skills essential, with demonstrated strong writing and editing skills.
  • Comfort and ease with social media platforms; Proficient in Microsoft Windows, PowerPoint, Excel, MAC. Donor Perfect or similar database management a plus.
  • Strong interpersonal skills and ability to work with diverse groups of people, specifically the ability to form relationships via technology and without much face-time.
  • Excellent time management skills, ability to manage a great deal of information, tasks and relationships.
  • Ability to maintain confidentiality.
Application Instruction