Executive Assistant Job at Hearth in Boston
Hearth, Boston, MA, United States
Primary Function:
The Executive Assistant provides executive support to the Board of Directors, President & CEO, and manages office administration for Hearths main office. This role supports Hearths strategic and operational needs by ensuring effective communication, organization, and confidentiality across executive functions.
Position Outcomes:
1. Board meetings, committee meetings, and key leadership meetings are efficiently organized and documented.
2. The administrative and logistical needs of the Board of Directors, President & CEO, and main office are proactively managed.
3. A company culture is fostered that aligns with Hearths values and strategic priorities.
Major Functions:
Board Communication
Meeting Scheduling, Notices, Materials, and Minutes
Maintenance of Organizational Records
Non-Voting Officer of the Board
Executive Support to President & CEO
Office Management
Notary Services
Key Responsibilities:
Board and Committee Support
o Act as recording secretary for Board and committee meetings, managing agenda preparation, setup, and attendance.
o Distribute agendas and materials, document meetings, maintain records of Board actions, and track action items for follow-up.
o Coordinate virtual and in-person meeting logistics, including equipment setup.
Document Certification
o In the Clerks absence, use the company seal to certify essential organizational documents, ensuring Board authorization.
Records and Compliance
o Provide organizational and Board records to the Finance Department as required for audits.
o Ensure compliance with Women Owned Nonprofit certification standards.
Office and Vendor Management
o Oversee office supply inventory, ensuring timely restocking of essential items.
o Manage vendor relationships for secure shredding, postage, office supplies, and other office services.
o Process and track payments for office management vendors and supply expenses across programs and locations.
Notary Services
o Provide notarization services for staff as needed, ensuring accuracy and confidentiality.
Courier and Mail Management
o Arrange courier services and manage mail collection for office staff.
Executive Support for CEO
o Manage the CEOs calendar, aligning appointments with the organizations priorities.
o Track and delegate the CEOs commitments, projects, and tasks, adjusting priorities as needed to meet deadlines and strategic goals.
Supervisory Responsibilities
o May oversee non-management positions, such as a receptionist, ensuring office efficiency and alignment with organizational standards.
Organizational Representation
o Participate in organizational events and represent Hearth positively in public interactions.
Other Duties
o Perform additional tasks as assigned by the President & CEO to support Hearths mission and goals.
Qualifications:
5+ years as an Executive Assistant
College degree required.
Advanced proficiency in Microsoft Office (Word, PowerPoint, Excel).
Strong written and verbal communication skills.
Exceptional attention to detail, organizational skills, and ability to maintain confidentiality in handling sensitive information.