{"schemaVersion":"jobsearcher.job.v1","id":"986a6a53008331ead38985c6","url":"https://jobsearcher.com/jobs/986a6a53008331ead38985c6","canonicalUrl":"https://jobsearcher.com/jobs/986a6a53008331ead38985c6","title":"Executive Assistant","description":"Job Title: Executive Assistant\nDepartment: Administration\nReports to: Chief Executive Officer\nHours: Full-time, non-exempt\nSummary: Reporting to the Chief Executive Officer (CEO), the Executive Assistant will support the CEO, and the Chief Program Officer (CPO), and other tasks as assigned by the CEO. The Executive Assistant will provide executive level support to ensure efficient and effective day-to-day operations in a complex large non-profit environment.\nEssential Duties and Responsibilities:\nProvide MS Outlook Calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with others to book hard-to-schedule meetings with both internal and external managers and leaders.\nSupport CEO and CPO with ensuring meetings scheduled account for adequate travel time in schedules when needed, communicate schedule changes in a timely manner, and proactively identify calendar conflicts and work with others to resolve.\nWhen hosting a meeting, ensure meeting participants have accurate meeting logistics (location, directions, etc.) Arrange the conference room and technical support (i.e.: projector, teleconferencing services, Zoom board) and prepare materials (agenda and PowerPoint decks) as necessary. Arrange for food/beverage as needed.\nPrepare draft presentations and other materials as directed by CEO or CPO.\nPrepare draft reports and/or coordinate small projects as required and directed by CEO or CPO.\nWork with Accounting & Finance Department staff to prepare any contracts received for CEO signature, whether electronic or hard copy. Work toward processing all contracts through Docusign when possible. Provide any related support and ensure proper electronic filing of fully executed contracts in MS SharePoint.\nExercise keen judgement, coordinate and execute both routine and highly sensitive communications among the Executive Team (CEO, CPO, CFO, COO) and their staff maintaining confidentiality in all communications.\nCoordinate all Board Executive Committee evening meetings on behalf of CEO, including scheduling, agenda development, correspondence with committee members, and notetaking at meetings.\nElectronically coordinate all internal documents in preparation for Board Meetings in collaboration with Planning & Grants Specialist.\nLiaise on external events related to the office of the CEO. Responsibilities include coordinating with the Director of Marketing and Planning and the Marketing & Outreach Manager to ensure the CEO has all key logistical information, as well as draft text for any speaking segments.\nActs as a liaison between the CEO and the Board as needed. Provide support to the Board of Directors on behalf of the CEO as needed.\nAssist as requested in the creation and dissemination of communications.\nMake travel arrangements (e.g. hotel, flight) as needed for CEO, CPO, and Board members for periodic work-related business (e.g. conferences).\nMinimal greeting and assisting visitors to the CEO or CPO as needed.\nMinimal paper filing as needed.\nOther ad hoc administrative duties and projects as assigned.\nQualifications:\nAssociates degree required; B.A. preferred\nExperience in planning and supporting meetings.\nExperience in relationship management at the Sr. Management level is required.\nExperience within a non-profit direct service environment preferred.\nHighly proficient in the use of MS Office tools including Outlook, Word, Excel, PowerPoint, and Teams.\nSkilled in cloud-based office tools such as SharePoint, OneDrive, and other web-based applications; demonstrated ability to incorporate and leverage these tools into day-to-day work.\nStrong familiarity/willingness to learn and work with Docusign, Doodle, Adobe Acrobat DC and Zoom board.\nSelf-directed.\nGood judgment, diplomacy, and discretion.\nAbility to adapt to changing conditions, using resources and relationships to develop solutions.\nAbility to handle confidential and sensitive information.\nExperience with project management.\nExcellent interpersonal skills.\nAbility to multi-task, prioritize and meet deadlines while working under pressure.\nPhysical Demands: Must be able to lift, move and carry 15 lbs. Prolonged periods of sitting at a desk and working on a computer.","company":"Action","rawCompany":"action","city":"Gloucester","state":"MA","isRemote":false,"isActive":false,"createdAt":"2026-04-12T20:29:40.079Z","occupations":[{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"813410","title":"Civic and Social Organizations","slug":"civic-and-social-organizations"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant","description":"Job Title: Executive Assistant\nDepartment: Administration\nReports to: Chief Executive Officer\nHours: Full-time, non-exempt\nSummary: Reporting to the Chief Executive Officer (CEO), the Executive Assistant will support the CEO, and the Chief Program Officer (CPO), and other tasks as assigned by the CEO. The Executive Assistant will provide executive level support to ensure efficient and effective day-to-day operations in a complex large non-profit environment.\nEssential Duties and Responsibilities:\nProvide MS Outlook Calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with others to book hard-to-schedule meetings with both internal and external managers and leaders.\nSupport CEO and CPO with ensuring meetings scheduled account for adequate travel time in schedules when needed, communicate schedule changes in a timely manner, and proactively identify calendar conflicts and work with others to resolve.\nWhen hosting a meeting, ensure meeting participants have accurate meeting logistics (location, directions, etc.) Arrange the conference room and technical support (i.e.: projector, teleconferencing services, Zoom board) and prepare materials (agenda and PowerPoint decks) as necessary. Arrange for food/beverage as needed.\nPrepare draft presentations and other materials as directed by CEO or CPO.\nPrepare draft reports and/or coordinate small projects as required and directed by CEO or CPO.\nWork with Accounting & Finance Department staff to prepare any contracts received for CEO signature, whether electronic or hard copy. Work toward processing all contracts through Docusign when possible. Provide any related support and ensure proper electronic filing of fully executed contracts in MS SharePoint.\nExercise keen judgement, coordinate and execute both routine and highly sensitive communications among the Executive Team (CEO, CPO, CFO, COO) and their staff maintaining confidentiality in all communications.\nCoordinate all Board Executive Committee evening meetings on behalf of CEO, including scheduling, agenda development, correspondence with committee members, and notetaking at meetings.\nElectronically coordinate all internal documents in preparation for Board Meetings in collaboration with Planning & Grants Specialist.\nLiaise on external events related to the office of the CEO. Responsibilities include coordinating with the Director of Marketing and Planning and the Marketing & Outreach Manager to ensure the CEO has all key logistical information, as well as draft text for any speaking segments.\nActs as a liaison between the CEO and the Board as needed. Provide support to the Board of Directors on behalf of the CEO as needed.\nAssist as requested in the creation and dissemination of communications.\nMake travel arrangements (e.g. hotel, flight) as needed for CEO, CPO, and Board members for periodic work-related business (e.g. conferences).\nMinimal greeting and assisting visitors to the CEO or CPO as needed.\nMinimal paper filing as needed.\nOther ad hoc administrative duties and projects as assigned.\nQualifications:\nAssociates degree required; B.A. preferred\nExperience in planning and supporting meetings.\nExperience in relationship management at the Sr. Management level is required.\nExperience within a non-profit direct service environment preferred.\nHighly proficient in the use of MS Office tools including Outlook, Word, Excel, PowerPoint, and Teams.\nSkilled in cloud-based office tools such as SharePoint, OneDrive, and other web-based applications; demonstrated ability to incorporate and leverage these tools into day-to-day work.\nStrong familiarity/willingness to learn and work with Docusign, Doodle, Adobe Acrobat DC and Zoom board.\nSelf-directed.\nGood judgment, diplomacy, and discretion.\nAbility to adapt to changing conditions, using resources and relationships to develop solutions.\nAbility to handle confidential and sensitive information.\nExperience with project management.\nExcellent interpersonal skills.\nAbility to multi-task, prioritize and meet deadlines while working under pressure.\nPhysical Demands: Must be able to lift, move and carry 15 lbs. Prolonged periods of sitting at a desk and working on a computer.","datePosted":"2026-04-12T20:29:40.079Z","dateModified":"2026-04-12T20:29:40.079Z","hiringOrganization":{"@type":"Organization","name":"Action","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Gloucester","addressRegion":"MA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"986a6a53008331ead38985c6"},"url":"https://jobsearcher.com/jobs/986a6a53008331ead38985c6"}}