Hebrew SeniorLife

Executive Assistant

US-MA-Roslindale
Job ID
2017-1672
Category
Administrative

Overview

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The Executive Assistant provides direct support to the Chief Development Officer and Vice President of Board Relations; Vice President, Communications and Planning; the Executive Director of Board Relations and Events; as well as backup support for the President and CEO, Chief Operating Officer, Senior Living and Chief People Officer.

This position works as part of a team of three Executive Assistants to ensure effective administrative operations of the Executive Suite, and as part of a larger team of Executive Assistants who provide support to HSL leadership across the organization.

 

The position requires extensive exercise of independent judgment and a high level of professionalism, communication, confidentiality, discretion, tact and diplomacy in interactions with staff, outside agencies, volunteer leadership, major donors, residents/patients and family members.

 

 

Responsibilities

Executive Support

  • Completes a broad variety of administrative projects and tasks for direct supervisors: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence/confidential meeting minutes; arranging complex and detailed travel plans, itineraries, and documents; and developing draft presentations
  • Plans, coordinates and ensures supervisors’ schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to Executives’ time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executives, including those of a sensitive or confidential nature. In consultation with Executives, determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the department offices and internal departments; demonstrating leadership to maintain credibility, trust and support with internal departmental staff and other senior management staff.
  • Establishes and maintains effective and appropriate interpersonal relationships with directors, trustees, prospects, donors, and professional colleagues.
  • Works closely and effectively with the Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping supervisors updated.
  • Tracks Executives’ deliverables to ensure they are completed in a timely manner, including documents requiring signatures.
  • Successfully develops and completes aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, strategic work plans, reports and other tasks that facilitate the supervisors’ ability to effectively lead the department.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or agency for outgoing communications. 
  • Maintains central file of contracts, processes invoices, updates org charts.
  • Enhances supervisors’ reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Responsible for meeting logistics that may involve coordination with outside participants, document development, making copies, catering and audio visual needs.
  • In the absence of the Executive Assistant to CEO and President, provides full support to CEO and President of HSL, COO, Senior Living and CPO, Human Resources.

 

Development and Board Relations

    • Remains educated and informed of organization’s missions, goals, programs and case for giving.
    • Manages solicitation follow-up steps for donors assigned to CDO.
    • Drafts briefings for Development events and high-level donor and Board-related meetings.
    • Provides high-level administrative support for (which includes Board of Directors; Trustees; and 15 committees) Development Committee, Governance Committee, Trustee Relations Committee, Board of Directors, HSL Committees and Trustees, including but not limited to drafting minutes and creating meeting materials and presentations.
    • Utilizes Raiser’s Edge as a key tool to track and record proposals, actions, events and to produce reports.
  • Supports efforts relating to the HSL Board of Directors, Subsidiary Boards and committees including materials, presentations, communications, event planning, directory updates, Raiser’s Edge database record upkeep and minutes.
  • Provides staff support at select events/meetings.

 

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Communications and Planning

  • Directs confidential communications with members of the media and other high profile individuals as directed by Chief Communications Officer..
  • As needed, supports the crisis communications team.
  • Corporate Sponsorships: Manages Corporate Sponsorships, maintaining annual budget, handling RSVPs and payments, and also ensuring associated ads are produced and submitted in a timely manner.
  • Public Affairs: Prepares agendas, minutes and correspondence with Public Affairs agency and public officials for tasks related to HSL’s government relations efforts. Maintain correspondence history on HSL’s Payment in Liu of Taxes (PILOT)
  • Annual Planning: Manages creation of annual Goals and Key Drivers report. Develops timeline, manages submissions from SLT members, proofs and posts final report and six month assessment.
  • Strategic Planning: Provides a variety of thoughtful support tasks to the effort including: Issuing and managing RFPs; developing tracking systems to handle information requests from consultants; creating a variety of spreadsheets, charts and graphs to allow assessment of HSL’s strategy;
  • Corporate Surveys: Maintains annual list of surveys, tracks deadlines, works with staff across HSL to complete survey, and ensures timely submissions.
  • Quarterly Marketing Meeting: Responsible for site selection, food selection, gifts, agenda and handouts.

 

Corporate Administration Office Operations

  • Provides additional support to CEO and President of HSL, VP, Senior Living, VP, Human Resources and others when needed (i.e. calendar, correspondence, and preparation for meetings).
  • Provides telephone and administrative coverage for all staff in Corporate Administration (10+ phone lines) and ensures all corporate inquiries are appropriately directed.
  • Maintains office supplies and assists with organization and maintenance of in Corporate Administration suite and break room and sorts/delivers mail for Corporate Administration office.
  • Coordinates administrative office coverage in cooperation with other Executive Assistants.
  • Replenishes refreshment stock for meetings.
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Qualifications

 

Education

Bachelor’s degree or equivalent experience

Experience

Minimum of three years of executive administrative experience, with experience managing multiple executives in a matrixed organization

Preferred Skills/Qualifications:

  • Compassion for and strong desire to work with a senior population
  • Proficiency in Microsoft Office Suite, including Microsoft Outlook, Word, PowerPoint, Excel and Databases
  • Strong calendar management skills based on experience supporting multiple executives and working with multiple EAs in a large, multi-site and matrixed organization.
  • Strong project management skills with proficiency in managing projects that require input from multiple people and resources with short turnaround time
  • Desire to work as part of a collaborative team in a fast paced, customer focused, entrepreneurial environment
  • Effective interpersonal skills, verbal and written communication skills

Skills/Competencies

  • Ability to author and accurately proofread documents and correspondence
  • Ability to work on independent projects, manage multiple priorities and meet deadlines
  • Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions
  • Ability to maintain confidentiality
  • Aptitude for detail and commitment to accuracy and follow through
  • Willingness to learn and adopt principles of LEAN/Process Improvement

 

 

 

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