Executive Administrative Assistant

Project HOPE Boston • Roxbury, MA • 22h ago

POSITION SUMMARY Project HOPE Boston is seeking a highly motivated,
polished, and professionally mature Executive Administrative Assistant
to provide direct support to the Executive Director (ED). This position
serves as a trusted extension of the ED, acting as the primary point of
contact and professional representative for the ED to internal staff,
external partners, funders, Board members, and other stakeholders. This
role begins as a part-time position with a clear pathway to full-time
work as the organization grows. The ideal candidate is proactive,
exercises sound independent judgment, and demonstrates the business
acumen and professional maturity required to navigate a fast-paced
nonprofit environment. The Executive Administrative Assistant does not
simply execute tasks ? they anticipate needs, solve problems, and
maintain a high standard of professionalism at all times. KEY AREAS OF
RESPONSIBILITY Executive & Calendar Support ? Proactively manage and
maintain the ED\'s calendar, prioritizing commitments based on
organizational needs and the ED\'s strategic focus areas ? Independently
schedule, coordinate, and confirm internal and external meetings ?
including preparing agendas, logistics, materials, and follow-up action
items ? Screen and triage all calls, emails, and correspondence on
behalf of the ED; draft and send responses as appropriate ? Anticipate
the ED\'s needs and take initiative to resolve issues before they
escalate ? including ensuring the ED is properly briefed and prepared
for all engagements ? Always maintain discretion and confidentiality
when handling sensitive communications, personnel matters, and strategic
information Meeting & Board Support ? Organize and manage the logistics
of Board of Directors (BoD) regular meetings, including scheduling,
agenda preparation, materials distribution, and minute-taking ? Maintain
current Board listings and manage board-related administrative records
and correspondence ? Attend select senior meetings and leadership calls;
capture clear, accurate notes and track deliverables through to
completion ? Coordinate with staff to ensure follow-through on
commitments made in ED-led meetings Cross-Departmental Support ? Provide
administrative coordination for activities connected to the ED (e.g.,
scheduling interviews, coordinating trainings, processing expense
reports, supporting donor or stakeholder communications) ? Support
initiatives and administrative needs that originate from the ED?s
priorities ? Take on special projects as assigned, ensuring timely
execution and attention to detail Communication & Organizational
Representation ? Represent the ED and the organization to internal and
external constituencies in a polished, professional, and
organizationally appropriate manner ? Draft, edit, and proofread
internal and external communications on behalf of the ED, including
sensitive and confidential correspondence ? Exercise sound judgment in
determining when to respond on behalf of the ED and when to escalate ?
never speaking for the ED on substantive matters requiring senior-level
judgment ? Serve as a bridge for smooth communication between the ED,
staff, Board, and external partners, maintaining trust and credibility
at all levels Project & Administrative Management ? Track and manage
multiple concurrent priorities for the ED; proactively flag competing
deadlines and propose solutions ? Support ED-led recruiting and
onboarding processes as needed ? Maintain organized digital filing
systems, shared drives, and document management practices ? Other duties
as assigned by the Executive Director WHAT WE\'RE LOOKING FOR The right
person for this role brings genuine professional maturity and
administrative competence. They understand that their role is to make
the ED more effective ? and they take that responsibility seriously.
Required Qualifications ? Bachelor\'s degree preferred; Associate\'s

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