Executive Assistant

Executive Assistant

Contract to perm

Hourly : $40-46hr

Salary : $85-100k if/when converted

Onsite - Cambridge

Must Haves :

• Bachelor's Degree
• Minimum of 3 years Executive Support
• Experience with Microsoft 365, Zoom, and collaborative work platforms
• Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence
• Calendar Management
• Dynamic personality looking for an opportunity to grow in a start-up environment

Preferred :

• Non-profit
• Experience working with boards
• Experience working with donors and external partners
• Event Coordination or at least an interest in taking this on

Principal Duties & Responsibilities

Executive & Leadership Support

• Manage co-founder calendars, scheduling, and meeting coordination, including prioritizing requests, resolving conflicts, protecting focus time, and ensuring meetings are well prepared
• Coordinate logistics for donor meetings and external engagements
• Prepare leadership for meetings and appointments by providing itineraries, briefings, agendas, background notes, and supporting materials, including as needed creation of PowerPoint presentations, Excel charts, or Word documents
• Prepare meeting follow-up items as requested and help track decisions, deadlines, and action items to completion
• Support leadership with travel planning and expense coordination
• Help triage requests and communications, flagging urgent or sensitive matters and escalating appropriately
• Draft, edit, and format professional correspondence, meeting summaries, and other documents as needed

Board & Advisory Group Administration

• Coordinate Board of Directors and advisory group meetings
• Prepare and distribute agendas, meeting materials, and minutes
• Track action items and support follow-up on Board decisions
• Maintain governance-related documentation and records
• Support smooth communication among Board members, advisors, co-founders, and staff

Fundraising & Donor Coordination

• Support scheduling and logistics for donor cultivation meetings
• Assist with preparation and organization of donor materials, including pre-meeting briefing materials
• Coordinate follow-up and communication tracking related to fundraising activities
• Support leadership in maintaining organized donor engagement workflows
• Help maintain accurate donor contact records, meeting histories, and next steps

Event & Logistics Support

• Assist with logistics coordination for organizational retreats, meetings, lunches, dinners, and events
• Coordinate vendors, scheduling, and travel arrangements where needed
• Provide administrative support for high-level convenings and leadership meetings
• Maintain business accounts and prepare/process expense reimbursement requests
• Handle miscellaneous tasks such as printing, copying, mailing, and other duties as assigned
• Help ensure that events and meetings are professionally organized and followed by clear next steps