Executive Assistant

Description

Victory Programs, a unique Boston-based nonprofit, is dedicated to helping homeless individuals and families with substance use disorders and chronic health issues like HIV/AIDS, Hepatitis C, and mental illness. Our compassionate and inspiring team, operating in a welcoming environment, 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 a portion of the agency's daily operational functions. They are expected to support the agency's executive, administrative staff, and the Board of Directors. They play an essential role by providing administrative support to the team, including participation in all fundraising activities, such as donor relations, marketing and communications, direct mail appeals, and special events. The Executive Assistant will play a crucial role in ensuring the accuracy and currency of our records, including donations and contracts, as well as acknowledging partnerships and generosity. 

This dynamic position requires strong attention to detail, a keen sense of initiative to accomplish tasks, and the ability to manage multiple deadlines across various 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 various situations and possess strong written and verbal communication, as well as administrative and organizational skills. Maintaining a realistic balance among multiple priorities is imperative. Equally important is the ability to work under pressure at times, handling various activities and confidential matters with discretion and professionalism.

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;
• Plays a pivotal role in regularly scheduling and preparing for executive, leadership, and board meetings; coordinates meeting rooms, invitations, reminders, refreshments, and equipment;
• Assists the management team in document preparation, such as proposals and licensing applications, as needed;

Development & Communications

• Conduct preliminary research on prospective corporate, foundation, and individual donors. 
• Build out Amazon registries, soliciting and organizing in-kind items
• Create, organize, and update mailing lists to enhance outreach efforts and ensure targeted communication with donors, funders, volunteers, and prospects.
• Maintaining donor records to include touchpoints
• Prepare media and donor kits for distribution
• Manage a solicitor list of 25-35 people, including personalizing mailings and generally stewarding relationships for a subset of Annual Fund donors

Administrative

• Sharing front desk duties at the administrative office with the Office & Procurement Assistant, including providing direct coverage estimated to be 20 hours per week. Front desk coverage will require routine collaboration with the O&P Assistant to accommodate frequently changing schedules. The typical schedule for Executive Assistant coverage will be Monday, Wednesday, Thursday, and Friday, 8:30 am – 12:30 pm, and Tuesday, 12 pm – 4 pm
• Answer and direct departmental phone calls. Provide callers with requested resources/information and refer to appropriate VPI staff, programs, or community resources as appropriate
• Assist with processing Agency Mail received at the Administrative office, which includes distributing mail to the appropriate staff and exercising appropriate discretion when receiving time-sensitive or confidential information.
• Processes payments received through the front desk, including rent and donations.

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, external partners, and vendors. 
• A team player; able to collaborate to achieve results. 

Education and Experience:

• Bachelor’s or associate degree or a minimum of three experience in office management
• Familiarity with the nonprofit sector
• Excellent Microsoft 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 the highly effective administrative team of a nonprofit organization. The hourly wage for the role is $29 per hour. This position is non-exempt as defined by state and federal law. Non-exempt employees are paid on an hourly basis. 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.