What are the responsibilities and job description for the Executive Administrative Assistant position at Talent Acquisition Team, May Institute\t\t\t\t\t?
Executive Administrative Assistant
Location: Randolph, MA
Reports To: CEO, COO, CFO
Position Overview
Be at the center of mission-driven leadership at May Institute — a national nonprofit empowering individuals with autism and other developmental disabilities to live, work, learn and thrive — as the Executive Administrative Assistant supporting our CEO, COO, and CFO and helping advance strategy that impacts thousands of individuals and families nationwide. This highly visible role ensures executive operations run smoothly through proactive calendar management, board coordination, financial and compliance support, and cross-department communication. The ideal candidate brings professionalism, sound judgment, and the ability to manage highly confidential information with discretion.
What You’ll Do
Executive & Administrative Operations
- Provide high-level administrative support to the CEO, COO, and CFO.
- Manage complex calendars, recurring deliverables, reminders, and deadlines.
- Prepare agendas, presentations, reports, and formal correspondence.
- Coordinate contract routing, renewals, and executive approvals.
- Oversee executive records management in compliance with retention policies.
- Supervise corporate headquarters receptionists and daily office operations.
Financial & Compliance Administration
- Coordinate invoice approvals and track outstanding items.
- Manage DocuSign setup and signature routing workflows.
- Support finance-related SOP updates and compliance calendars.
- Coordinate bank signature authority updates and regulatory communications.
- Administer RFP processes from issuance through proposal summary.
Board & Leadership Support
- Coordinate executive and Board meetings, including logistics and materials.
- Prepare and distribute board packets; take and maintain meeting minutes.
- Maintain Board Teams site and archive governance documents.
- Track action items to ensure timely follow-through on strategic initiatives.
What You Bring
- 5 years supporting senior or executive-level leaders; experience supporting c-suite leaders preferred.
- Advanced proficiency in all Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive).
- Exceptional organization and ability to manage competing priorities.
- Strong written and verbal communication skills.
- Experience supporting financial, compliance, or operational workflows preferred.
- High level of discretion, professionalism, and independent judgment.
Benefits That Support You
- Competitive salary: $90,000-$100,000
- Comprehensive medical, dental, and vision insurance
- Generous paid time off and paid holidays
- 403(b) retirement plan with employer contribution
- Tuition reimbursement & professional development support
- Employer-paid life and disability insurance
- Employee assistance program
- Opportunities for growth within a mission-driven organization
Physical Requirements
Primarily office-based role requiring extended computer use; occasional lifting (up to 35 lbs.) and meeting room setup as needed.
If you thrive in a fast-paced executive environment and want your work to directly support mission-critical leadership, we encourage you to apply.
Salary : $90 - $100