Victory Programs is a Boston-based nonprofit dedicated to helping homeless individuals and families with substance use disorders and chronic health issues like HIV/AIDS, Hepatitis C, and mental illness. Providing a welcoming environment, our compassionate and inspiring team is committed to helping them regain their health and restore their hope through immediate access to safe and stable housing. We open doors to recovery, hope, and community to individuals and families.

The Executive Assistant is responsible for ensuring the smooth operations of the Executive Team of Victory Programs and managing the agency's daily executive/operational functions. They are expected to support the agency's executive, administrative staff, and Board of Directors. This dynamic position requires strong attention to detail, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas. The Executive Assistant must be creative and enjoy working in a mission-focused, results-driven, and community-oriented environment. The ideal individual will be able to exercise sound judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. The Executive Assistant must be able to work under pressure at times to handle various activities and confidential matters with discretion. This position will report to the Executive Director for support and supervision.

Essential Functions:

• Acts as the administrative point of contact between the Executive Team and internal/external demands;
• Assists Executive Team by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications;
• Manages calendar and schedules and appointments as necessary;
• Regularly schedules and prepares for executive, leadership, and board meetings; coordinates meeting rooms, invitations, reminders, refreshments, and equipment;
• Maintains confidence and protects operations by organizing and prioritizing large volumes of confidential and non-routine information;
• Assists management team in document preparation, such as proposals and licensing applications as needed;
• Provides historical reference by developing and utilizing filing and retrieval systems, and recording meeting discussions;
• Coordinates insurance (property & liability only) claims;
• Assists with fleet management;
• Maintains office equipment and furnishing within budget. Ensures operation of equipment by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques;

Qualifications:

We seek a solutions-focused and collaborative problem-solver with a strong "can-do" attitude. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment. They will often be the first line of communication with the "outside world." They should always exemplify professionalism and a positive image. The Executive Assistant must be punctual and timely while exercising great discretion. The ideal candidate will be:

• A mature, self-starter; able to work independently and proactively; to set and achieve goals; to be held accountable; to function in a calm, reserved, and effective manner under stress.
• Resourceful and able to think critically, especially regarding handling conflicting priorities proactively and expeditiously.
• Flexible; able to change tasks and priorities as necessary.
• Honest, trustworthy and ethical; unimpeachable integrity and able to handle confidential information with discretion.
• Accessible; responsive to the needs of internal staff and external partners and vendors.
• A team player; able to collaborate to achieve results.
• Three work related professional references; at least two from a supervisor or manager.

Education and Experience:

• Bachelor or Associate degree or a minimum of two years’ experience in office management
• Familiarity with the nonprofit sector.
• Excellent computer skills, including word processing, spreadsheets, database, and other office software.
• Excellent interpersonal skills and ability to communicate effectively.
• Demonstrated ability to juggle multiple competing tasks and demands.
• Ability to relate to others with caring, sensitivity, and knowledge of, or willingness to learn about, homelessness, substance use disorders, and chronic health conditions.
• Maturity, good organizational skills, and adaptability.
• Bilingual capabilities are a plus.

Compensation & Benefits:

This is an outstanding opportunity to contribute to a highly effective nonprofit's executive team. The hourly wage for the role is $28. This is a full-time non-exempt position (40 hours Monday - Friday) as defined by state and federal law. Victory Programs' comprehensive benefits include health, dental, and vision insurance, flexible spending accounts, retirement savings, generous vacation, STD/LTD/Life Insurance, and paid professional development.

We are proud to be an Equal Employment Opportunity company. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.