Executive Assistant & Office Manager

Department: Business OperationsReports To: President & CEOLocation: Massachusetts, USA | On-SiteSalary Range: $55,000 - $70,000Employment Type:Non-ExemptFull-Time (40 hours per week)PermanentAbout The ZeiterionThe Zeiterion (The Z) is a nonprofit organization with a mission to steward our historic theater as a gathering place for performing arts experiences where learning, connection, and creative expression thrive. Our work is guided by five core values: Imagination, Connection, Equity, Transparency, and Discovery. These values inform how we deliver on our mission and how we work together every day.We are committed to cultivating a workplace where all individuals feel respected, valued, and empowered to contribute. As a team member, you’ll be part of a culture that supports creativity, collaboration, continuous learning, and inclusion. Learn more here: https://www.zeiterion.orgPosition SummaryThe Executive Assistant & Office Manager will be responsible for the day-to-day operations of The Z’s administrative offices and provides direct support to the CEO. This role is responsible for coordinating internal administrative systems, managing organizational logistics, and serving as the central point for office-wide needs. Acting with confidentiality, a high degree of discretion and professionalism, the role ensures seamless execution of executive functions, contributes to a well-functioning workplace, and enables senior leadership to focus on strategic priorities. This role plays a key part in advancing our mission and contributes to a supportive, inclusive, and imaginative work environment. The ideal candidate is highly organized, detail-oriented, and thrives in a collaborative, fast-paced performing arts environment.Key ResponsibilitiesProviding high-quality, proactive administrative support to the CEOSupporting the CEO with scheduling, travel planning, expense reporting, signing of checks and other documentation, and preparation of meeting materialsCoordinating logistics for board and senior team meetings, including preparation of agendas, materials, minutes, and follow-up documentationAttending and taking notes at key meetings as needed by the CEOCoordinating and maintaining systems, supplies, and workflows that enable team productivity and communicationManaging general office operations, including bank deposits and IRA reports, supply ordering, contact lists, conference logistics, annual subscriptions and dues, equipment maintenance, mail handling (incoming and outgoing), voicemail system, printers and other office equipment, and vendor relationships for office needsFacilitating internal communications and organizational calendar management to support operational alignmentCoordinating and executing upon logistics for staff and board events and initiativesServing as the point of contact for administrative inquiries and coordinating logistics for internal meetings and external visitorsOther duties as assigned QualificationsRequired Experience & SkillsStrong organizational and time management skillsExcellent verbal and written communication skillsCalendar and scheduling software proficiencyExperienced with Office 365 programsAbility to work independently and quick problem-solvingCustomer Service and interpersonal skillsAble to learn and adapt new programs/software as neededHigh level of discretion and professionalismPreferred QualificationsExperience with board or executive supportExperience with tech and equipment maintenanceExperience in entertainment/events industryIn addition to English, multilingual Spanish, Portuguese, Kriolu (Cape Verdean Creole), Haitian Creole, or K’icheWhat We’re Looking ForIn addition to relevant experience, we’re looking for a colleague who:Brings a spirit of curiosity, creativity, and opennessCommunicates with clarity, honesty, and careThrives in a collaborative, relationship-centered teamShares our commitment to equity, inclusion, and anti-racismIs excited to learn, grow, and imagine new ways forwardOur Workplace CultureAs part of your onboarding, you’ll be welcomed into a culture that reflects our values:Imagination – We encourage creative problem-solving and fresh ideas from every level of the organizationConnection – We work with empathy and respect, building strong relationships across teamsEquity – We actively address inequities in our systems and strive for inclusive representation in all we doTransparency – We communicate openly, share information proactively, and make decisions with integrityDiscovery – We support risk-taking and learning from mistakes as essential parts of growthWe create a workplace where you can bring your full self, feel supported, and know your contributions matter.BenefitsMedical insuranceDental & visionRetirement plan with employer matchEmployer-paid STD, LTD, LifeGenerous paid time offProfessional developmentAdditional perks: Tickets to performances, wellness programs, and remote and schedule flexibility