Executive Assistant

Executive Assistant
Contract to perm
Onsite - Cambridge
Pay: $40-46/hr

Must Haves:

• Bachelor's Degree
• 3-5 years of Executive Support experience
• 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 one

Position Title: Executive Assistant
Location: Cambridge, MA (with occasional travel)
Format: In-person

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

Qualifications:

• Bachelor's degree preferred or equivalent professional experience
• 3-5+ years of administrative, executive support, or operations experience
• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities and maintain attention to detail
• Professional discretion and ability to handle confidential information
• Strong interpersonal skills and ability to work with senior academic, philanthropic, and organizational leaders
• Ability to work independently and proactively in a fast-paced environment
• Experience with Microsoft 365, Zoom, and collaborative work platforms
• Ability to draft, edit, and format professional documents, presentations, spreadsheets, and correspondence
• Sound judgment and comfort handling sensitive relationships, confidential information, and competing priorities

Preferred:

• Experience supporting executives, boards, or nonprofit leadership teams
• Familiarity with higher education, nonprofit, or academic environments
• Experience with CRM systems
• Experience coordinating events, retreats, Board meetings, or donor meetings
• Comfort working in a startup or early-stage organizational environment where systems are still being built