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Executive Assistant
$89k-113k (estimate)
Full Time
Just Posted
Mass Insight Education & Research is Hiring an Executive Assistant Near Boston, MA
About Mass Insight
Mass Insight Education & Research is a Boston-based nonprofit serving schools and students nationwide. We partner with states, districts, schools, and other stakeholders across the U.S. to create equitable K-12 education systems and programs, so that all students, and particularly those who have been systemically marginalized are prepared to fulfill their academic potential and life ambitions.Our Commitment to Diversity, Equity, and Inclusion
We strive to be an organization that lives into our beliefs around Diversity, Equity, and Inclusion (DEI). We welcome and expect our current and future team members to join us on this collective journey.Executive Assistant SummaryMass Insight is seeking an Executive Assistant to join our team! As Executive Assistant to the CEO, you will serve as a strategic partner and provide exemplary professional assistance to enable the Chief Executive Officer to lead the organization effectively and efficiently. This role is ideal for someone with a keen attention to detail who enjoys supporting high-functioning executive leaders, solving logistical challenges, and enhancing communication and coordination between the CEO and internal and external stakeholders.The Executive Assistant is responsible for:
We’re proud to offer comprehensive benefits to staff:
Mass Insight strives to build a staff and board that reflect the diversity of the schools and districts that we partner with. Mass Insight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, or national or ethnic origin. Black, Indigenous, People of Color (BIPOC) and other individuals from historically marginalized groups are encouraged to apply.Please apply and submit your resume here http://j.brt.mv/CompanyPortal.do?companyGK=29932&portalGK=17931
Mass Insight Education & Research is a Boston-based nonprofit serving schools and students nationwide. We partner with states, districts, schools, and other stakeholders across the U.S. to create equitable K-12 education systems and programs, so that all students, and particularly those who have been systemically marginalized are prepared to fulfill their academic potential and life ambitions.Our Commitment to Diversity, Equity, and Inclusion
We strive to be an organization that lives into our beliefs around Diversity, Equity, and Inclusion (DEI). We welcome and expect our current and future team members to join us on this collective journey.Executive Assistant SummaryMass Insight is seeking an Executive Assistant to join our team! As Executive Assistant to the CEO, you will serve as a strategic partner and provide exemplary professional assistance to enable the Chief Executive Officer to lead the organization effectively and efficiently. This role is ideal for someone with a keen attention to detail who enjoys supporting high-functioning executive leaders, solving logistical challenges, and enhancing communication and coordination between the CEO and internal and external stakeholders.The Executive Assistant is responsible for:
- Managing the CEO’s operational workflow including managing day-to-day operations, such as calendars, travel arrangements, expenses, event and project management, and assisting with meeting preparation and follow-up, ensuring they are prepared with the information and resources needed to communicate with stakeholders effectively.
- support and liaison between internal and external stakeholders to top-level executives, you will be expected to handle confidential information and sensitive matters with the utmost discretion and situational awareness, maintaining confidentiality and professionalism.
- Calendar management
- Proactively organize the President/CEO’s calendar and schedule meetings, appointments. and work blocks to maximize CEO effectiveness.
- Register for events.
- Communications, information flow, and meeting support
- Serve as the primary and confidential point of contact between the CEO and internal and external stakeholders.
- Manage the flow of information to/from the CEO proactively elevating priority matters that need to be urgently addressed and send emails on behalf of the President/CEO as needed.
- Deliver consistent, timely, and responsive communication on behalf of the CEO's office to advance relationship-building and uphold Mass Insight’s reputation.
- Serve as an accurate source of information for external stakeholders.
- Maintain the President/CEO’s contact database.
- Assist with meeting preparation and post-meeting action items, creating materials, assembling, disseminating pre-work, recording and synthesizing meeting information, etc.
- Take meeting minutes, as requested; summarize and synthesize meeting notes and disseminate them to appropriate parties.
- Travel coordination:
- Arrange and coordinate travel itineraries, including flights, accommodations, and ground transportation, in alignment with company policies.
- Ensure executives have all the necessary travel documents and information in a timely manner.
- Coordinate and support board and committee meetings, including scheduling, preparing materials, and distributing materials to board members in a timely fashion.
- Coordinate with relevant team members to ensure inputs for updates are accurate and comprehensive.
- Prepare all logistics for and attend board meetings, take, revise and distribute meeting minutes.
- Follow up on action items and deadlines and maintain accurate records of board activities.
- Support communications, committee duties, and other board needs.
- Attend Board meetings, takes minutes and distributes to Board.
- Monitor Board Chair email box.
- Act as a primary liaison between the Organization, the Board and Clients on a frequent basis.
- Proactively manage all-staff meeting calendar; schedule and support organization-wide meeting such as: All Staff meetings, Quarterly Convenings.
- Support executive team calendaring as requested.
- Coordinate the annual all-staff calendar setting process for key dates and events.
- Research meeting locations and negotiate final event contract for events.
- Negotiate agreements with outside providers and subcontractors to ensure lowest cost and highest quality of service.
- Manage all aspects of meeting logistics, including food and beverage, audiovisual, security, and vendor management.
- Manage booking and other aspects of transportation and lodging as needed.
- Develop meeting budgets and ensure execution of meetings within budget.
- Act as primary liaison with venue and vendors.
- Review final billings from hotels, vendors, and providers to ensure accurate charges.
- Debrief with team members and management and provide recommendations for the next event.
- Provide other routine administrative support, including managing an electronic filing system, supplies/material orders and inventory, retrieval of mail, and other related duties.
- Submit expense reimbursements, credit card reconciliations, and invoices.
- Add signatures to contracts (upon approval).
- Other ad hoc special projects and duties, as required.
- Do bank deposits and scan/disseminate mail that comes to remote and home address.
- Monitor website email box - answers or forwards to appropriate staff.
- Monitor company main phone line - answers or forwards to appropriate staff.
- Manages PostScanMail (remote mailing address), monitors incoming mail/pick-up/scan/disseminate items.
- Sends American Express card statement to F&A and pays bill when due.
- 4 years’ experience as an Executive Assistant or in a similar role, supporting top-level executives.
- Experience working in remote and distributed environments.
- A passion for and commitment to our mission.
- Excellent problem-solving skills including demonstrated ability to anticipate needs, seek out relevant information, and provide appropriate and timely response.
- Excellent organizational, time-management, and project management skills with a proven ability to multitask and balance several priorities simultaneously.
- Experience with systematizing, prioritizing, and meeting deadlines in a fast-paced environment in alignment with strategic objectives.
- Exemplary verbal and written communication skills
- A professional attitude and client-service orientation with personal integrity.
- Strong interpersonal skills, with the ability to communicate effectively with individuals at all levels of the organization and external stakeholders.
- Ability to work independently with minimal supervision and exercise sound judgment and decision-making.
- Proven ability to maintain a high degree of confidentiality.
- Proficient in office productivity software (Microsoft Suite, Google Suite), virtual communication platforms (Zoom), and other relevant project management tools (experience using Asana is preferred)
- Track record of consistency, follow-through, and responsiveness as it relates to communication that advances relationship-building and organizational progress.
- An understanding of and commitment to diversity, equity, and inclusion
- Highly self-motivated and willingness to proactively take on projects.
- Flexibility and ability to deal well with ambiguity in a fast-paced environment.
- This is a Massachusetts-based remote position. Candidates must be willing to travel two to four times a year to support events.
- May be requested to travel offsite for meetings.
We’re proud to offer comprehensive benefits to staff:
- A salary of $73,525-$99,475 annually commensurate with experience
- Excellent health, dental, and eye care coverage
- 401k with a company match
- Tuition reimbursement for continuing education
- Generous paid time off
- Flexible work arrangements
Mass Insight strives to build a staff and board that reflect the diversity of the schools and districts that we partner with. Mass Insight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, or national or ethnic origin. Black, Indigenous, People of Color (BIPOC) and other individuals from historically marginalized groups are encouraged to apply.Please apply and submit your resume here http://j.brt.mv/CompanyPortal.do?companyGK=29932&portalGK=17931
Job Summary
JOB TYPE
Full Time
SALARY
$89k-113k (estimate)
POST DATE
05/25/2024
EXPIRATION DATE
07/23/2024
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The job skills required for Executive Assistant include Administrative Support, Scheduling, Time Management, Coordination, Written Communication, Confidentiality, etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Assistant. Select any job title you are interested in and start to search job requirements.
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The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.
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