Executive Assistant & Office Manager

Job Description

Job Description

Department : Business Operations
Reports To : President & CEO
Location : Massachusetts, USA | On-Site
Salary Range : $55,000–$70,000 annually. Starting pay within this range is based on relevant experience and organizational needs.
Employment Type :

• Non-Exempt
• Full-Time (40 hours per week)
• Permanent

About The Zeiterion
The Zeiterion (The Z) is a nonprofit organization with a mission to steward our historic theater as a gathering place for performing arts experiences where learning, connection, and creative expression thrive. Our work is guided by five core values: Imagination, Connection, Equity, Transparency, and Discovery . These values inform how we deliver on our mission and how we work together every day.

We are committed to cultivating a workplace where all individuals feel respected, valued, and empowered to contribute. As a team member, you’ll be part of a culture that supports creativity, collaboration, continuous learning, and inclusion. Learn more here:

Position Summary
The Executive Assistant & Office Manager will be responsible for the day-to-day operations of The Z’s administrative offices and provides direct support to the CEO. This role is responsible for coordinating internal administrative systems, managing organizational logistics, and serving as the central point for office-wide needs. Acting with confidentiality, a high degree of discretion and professionalism, the role ensures seamless execution of executive functions, contributes to a well-functioning workplace, and enables senior leadership to focus on strategic priorities. This role plays a key part in advancing our mission and contributes to a supportive, inclusive, and imaginative work environment. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, fast-paced performing arts environment.

Key Responsibilities

• Providing high-quality, proactive administrative support to the CEO
• Supporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materials
• Coordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentation
• Attending and taking notes at key meetings as needed by the CEO
• Coordinating and maintaining systems, supplies, and workflows that enable team productivity and communication
• Managing general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needs
• Facilitating internal communications and organizational calendar management to support operational alignment
• Coordinating and executing upon logistics for staff and board events and initiatives
• Serving as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitors
• Other duties as assigned 

Qualifications
Required

• 3-6 years of relevant experience
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Calendar and scheduling software proficiency
• Experienced with Office 365 programs
• Ability to work independently and quick problem-solving
• Customer Service and interpersonal skills
• Able to learn and adapt new programs/software as needed
• High level of discretion and professionalism

Preferred

• Experience with board or executive support
• Experience with tech and equipment maintenance
• Experience in entertainment/events industry
• In addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’iche.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The Z is a collaborative work environment, and employees are expected to be open and willing to collaborate across departments and teams

The Zeiterion is on an active, and ongoing, journey to be anti-racist organization - advancing anti-racist policies and practices, and fostering and sustaining a culture that values community, social justice, and equity Physical Requirements
The noise level in the work environment ranges from low to high

• While performing the duties of this job, the employee is regularly required to sit for extended periods and occasionally required to stand, walk, and move throughout the building.
• The employee must be able to lift and carry up to 15 pounds occasionally (e.g., files, supplies).
• This position is primarily indoor office work, with occasional need to move between floors via stairs or elevator.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits

• Medical insurance
• Dental & vision
• Retirement plan with employer match
• Employer-paid STD, LTD, Life
• Generous paid time off
• Professional development
• Additional perks: Tickets to performances, wellness programs, and remote and schedule flexibility.

WHAT WE'RE LOOKING FOR
In addition to relevant experience, we’re looking for a colleague who:

• Brings a spirit of curiosity, creativity, and openness
• Communicates with clarity, honesty, and care
• Thrives in a collaborative, relationship-centered team
• Shares our commitment to equity, inclusion, and anti-racism
• Is excited to learn, grow, and imagine new ways forward

OUR WORKPLACE CULTURE
As part of your onboarding, you’ll be welcomed into a culture that reflects our values:

• Imagination – We encourage creative problem-solving and fresh ideas from every level of the organization.
• Connection – We work with empathy and respect, building strong relationships across teams.
• Equity – We actively address inequities in our systems and strive for inclusive representation in all we do.
• Transparency – We communicate openly, share information proactively, and make decisions with integrity.
• Discovery – We support risk-taking and learning from mistakes as essential parts of growth.

We create a workplace where you can bring your full self, feel supported, and know your contributions matter.

TO APPLY
Applications will be reviewed on a rolling basis until the position is filled. To be considered, please submit:

1. Your resume
2. A brief cover letter expressing your interest in the role

We deeply value working with individuals from a rich mix of backgrounds, experiences, and perspectives. We believe this diversity strengthens our institution and enriches our community. While we've outlined the qualifications and experience that we think will help someone thrive in this role, we also recognize that talent comes in many forms. If your background doesn't perfectly align with every requirement, we still encourage you to apply - your unique perspective might be exactly what we need.

If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to otherwise participate in the hiring process, please contact View email address on us.fitly.work or call View phone number on us.fitly.work.

EQUAL OPPORTUNITY EMPLOYER
The Zeiterion is an equal opportunity employer. We celebrate equity and are committed to creating an inclusive, thriving environment for all employees, including but not limited to a culture of antiracism in which we build policies, procedures, and a safe space for people from all backgrounds to feel safe and seen in our employ, in our seats, and on our stage. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

EMPLOYMENT ELIGIBILITY & SPONSORSHIP
Applicants must be legally authorized to work in the United States. We are unable to provide visa sponsorship or support corporate transfers for this position now or in the future. Successful candidates will be required to comply with federal travel and identification regulations, including completing the Form I-9 Employment Eligibility Verification upon hire.

BACKGROUND CHECK
Employment with The Zeiterion is contingent upon the successful completion of a background check, including a Criminal Offender Record Information (CORI) check, in accordance with Massachusetts law and The Z's background check policy.

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