Jul 27, 2022

Executive Assistant

  • Cradles to Crayons
  • 281 Newtonville Avenue, Newtonville, MA, USA
Full-Time Administration/Operations

Job Description

POSITION OVERVIEW:

Reporting to the Executive Director (ED), the Executive Assistant (EA) is responsible for supporting the ED’s organizational goals. The EA is responsible for providing administrative and project support to the ED along with scheduling, board meeting preparation, team meetings and event support and planning. In addition, they provide daily support to the Office Coordinator by greeting and directing visitors, triaging calls to the main number, and answering general emails.

This is an office-based position, 40 hours per week, with infrequent weekend and evening hours.

MAJOR RESPONSIBILITIES:

  • Model and lead a positive “One Cradles” culture, underpinned by Cradles’ Cultural Values and related behaviors.
  • Provide administrative and logistical support to the ED for their daily administrative functions, including planning and scheduling, and preparing for meetings with key stakeholders.
  • Anticipate the ED’s logistical and informational needs to ensure that the ED is well prepared for meetings, presentations, and events.
  • Create, edit, and prepare PowerPoint presentations.
  • Manage and preserve the confidentiality of all ED communication, financial data, and sensitive institutional and HR data both internally and externally.
  • Manage the annual schedule for volunteer leadership groups including Boston Board of Directors, the Boston Board Development Committee and Family Advisory Committee. Prepare and disseminate emails, calendar invites /updates and minutes for these meetings on a timely basis. 
  • Act as the primary contact for individuals and organizations seeking information from the organization and the ED, prioritizing these requests, and ensuring that outgoing communication is timely and accurate.
  • Coordinate the onboarding and offboarding for new or departing employees in the Boston market.
  • Coordinate team and office events, e.g. holiday celebrations, birthday acknowledgments, etc.
  • Assist the Development Team with the mail process, including processing checks, cash and credit card donations as needed (backup to the Development Operations Associate).
  • Work with office staff to maintain a clean, safe and efficient environment in the general office area, meeting rooms and kitchen.
  • Lead volunteer groups in the Giving Factory, as assigned.
  • Other responsibilities as assigned by the Executive Director.

PERFORMANCE MEASURES:

  • Demonstrate ability to work collaboratively and cooperatively with other C2C staff, volunteers, community stakeholders and the local Board of Directors.
  • Accurately maintain data and systems for tracking projects with ED.
  • Uphold high quality of confidentiality and customer service with all C2C stakeholders.
  • Foster and maintain welcoming and positive first impression for C2C volunteers and all visitors.
  • Ability to meet deadlines, and prepare reports and presentations to support ED.

COVID-19 VACCINES

Cradles to Crayons has a COVID vaccine requirement for all staff. We are committed to a safe workplace and doing our part to address the pandemic.

DIVERSITY IS OUR STRENGTH:

Diversity and Inclusiveness are core values at Cradles to Crayons, and we continuously strive to be a team where everyone feels welcome and supported. It is the policy of Cradles to Crayons to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, genetic information and/or any other protected characteristic under applicable law. Individuals from underrepresented groups are especially encouraged to apply.

Working Conditions:

This role is primarily based in an office setting but spends approximately 10-20% of its time in the Giving Factory warehouse. Normal changes in temperature are to be expected while working inside the warehouse or outside, on or around the loading dock. There are no hazardous or significantly unpleasant conditions.  

Accommodation:

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made by Cradles to Crayons which may pose serious health or safety risks to the employee or others, or which impose undue hardships on the organization.

Hiring Organization

Cradles to Crayons

Qualifications

Required Experience/Knowledge/Skills/Abilities:

  • 3+ years of professional work experience.
  • Strong written and oral communication skills as well as strong relationship-building skills.
  • Excellent customer service skills including the ability to communicate with visitors, donors, and community contacts in a courteous and professional manner.
  • Ability to navigate database platforms effectively; Salesforce experience a plus.
  • Proficiency with Microsoft Office suite (including Microsoft Word, PowerPoint, and Excel).
  • Ability to work independently, with supervision, and in a team-based and goal-oriented environment.
  • Self-motivated, resourceful, and the ability to multi-task and be highly attentive to detail.
  • Ability to absorb and apply new information rapidly.
  • Strong commitment to Cradles to Crayons’ mission and a passion for non-profit work.

Industry/Service Area

Human Services

Level

Associate

Application Instructions

To Apply:

Please send a cover letter and resume with relevant experience to https://www.cradlestocrayons.org/what-we-do/careers/


Apply Now